The Therapist Matchmaking Process: How Limestone Clinic Ensures a Real Fit

Most people think finding a therapist is like choosing a family doctor—credentials, availability, click. But at Limestone Clinic in Kingston, we take a human-first approach. Alicia Morrow, our client care coordinator, helps bridge that gap by matching clients with therapists based on deep insight and empathy.

Our Client Care Coordinator and Administrative CEO, Alicia Morrow, is ready to help.

As the client care coordinator at Limestone Clinic in Kingston, Alicia's the voice on the other end of the line when someone finally works up the courage to connect with us for help. She's also the invisible architect behind therapy matches that actually work. And she has some things to say about how this whole process really works.

The Invisible Therapist Matchmaking Backbone

Alicia maintains our "Zones of Genius spreadsheet"—a detailed matrix of 75+ specialty areas that goes beyond “anxiety” to distinctions like childhood or disaster trauma. Therapists only list zones they've been vetted in by Dr. Kris Boksman, ensuring an authentic fit. It maps 75+ specific areas of need across her entire team. Not just "anxiety" or "trauma," but childhood trauma versus natural disaster trauma. Not just "relationship issues," but the nuanced differences between what each therapist brings to couples work.

Each therapist selects only the zones where they're confident in their skills. Dr. Kris Boksman, the clinic's founder, quality-controls every selection through her interview process. If someone isn't ready for complex trauma cases, that specialty doesn't appear on their available list until their skills develop further.

"If we shared that spreadsheet online, it would be overwhelming," Alicia explains. "That's why connecting with me is the best first step when looking to connect with a therapist." The therapeutic alliance accounts for about 30% of therapy outcomes. But most people focus entirely on credentials when choosing a therapist. They miss the human element entirely. There's a risk to viewing therapy like online shopping—and it backfires more often than people realize.

Why "Therapist Shopping" Backfires

Speed-selecting a therapist often backfires. Family doctors give really common-sense advice when they tell patients to "try out a few therapists." The advice comes from a good place and makes sense on the surface, right? But Alicia would like these recommendations to be framed a little differently: "Try therapy and put your whole heart into it. If it still doesn't feel right, speak with your therapist about why and what the next steps are." The difference matters more than you'd think.

When people approach therapy like speed dating, they often have multiple first sessions, then choose based on surface impressions. This is why some people benefit from walk-in therapy to test the waters before committing to ongoing sessions. Research shows that up to 60% of people drop out of therapy prematurely, often due to poor fit or unmet expectations. Alicia learned this the hard way.

Before joining Limestone Clinic, she sought therapy herself. The therapist told her: "Happiness is a choice. Wake up and choose to be happy, and you will be." Instead of speaking up about how wrong that felt, she just never went back. "I saw that therapist based purely on availability," she reflects. "There was no matchmaking process, no real human to interact with ahead of the first session." Nobody took care of making sure that this was the best place for her to land. That's common, but not optimal. That experience shaped everything about how she approaches her role now.

Matching on "Vibes" & Personal Fit

Dr. Boksman created a lighthearted and fun therapist match quiz that captures something most intake processes miss entirely: the different vibes each therapist brings to their work. Not everybody has to do the quiz - but the ideas there are solid - what approaches can we use to help our clients get the most out of therapy right out of the starting blocks? Can anyone on the team support anxiety? Yes. But is everyone a ‘straight shooter’ versus a ‘gentle guide’? Absolutely not.

"Sometimes it comes down to those vibes, the therapist's unique personality and approaches," Alicia says. "It's not silly. It's an extra layer of paying attention to client needs." She gets to hear new clients' voices and needs over the phone. Alicia’s also invested a lot of time and work to connect with each therapist. That means she knows her team personally. That combination lets her make connections that go beyond aligning symptoms to specialties.

The process starts with curiosity, not assumptions. When someone calls having already picked a therapist from the website, Alicia asks: "What about that person stood out to you?" If they're the right fit, great. If not, she reframes: "It sounds like you're seeking support for this, and this different therapist would be my top recommendation. Here's why." She focuses on why someone IS the right fit, not why someone else isn't. Not every clinic operates with this level of care, and the warning signs are easier to spot than you might think.

Red Flags in Therapy Intake

Not every clinic operates this way. Alicia has seen the opposite approach, and it shows up in predictable patterns when therapist matchmaking is ignored. Watch for these warning signs:

• No thoughtful dialogue during intake. If someone's offering multiple names and appointment times without understanding your specific needs, that's a red flag.

• Rushing appointment slots & general availability over personalized pairing. Are they working to understand your preferences, or just filling slots?

• Overpromising "unicorn appointments." If you need very specific timing or specialized care, a good intake coordinator will tell you honestly what's available and what isn't.

  
  

We prioritize needs over booking—you might wait a little to get your best match, but you won’t get stuck in the wrong fit. Alicia would rather have someone not book at all than set them up with the wrong person just because that therapist has availability. "I'm not willing to set someone up with a therapist who doesn't meet their needs just because they have an opening," she says. "That's not what this is about." When availability doesn't align with needs, she keeps people on an unofficial waitlist and reaches out when things change. Changes happen quickly as clients graduate from care.

Understanding the deeper psychology behind that first call changes everything about how intake should work.

The Power of That First Call

That inaugural phone call often carries vulnerability and courage. Alicia meets each call with compassion. "There's a raw feeling that comes with admitting you can't do this on your own," Alicia explains. "I felt all those things when I sought support. Worried someone would judge me, or I'd say the wrong thing, or get stuck with a terrible therapist." She carries that awareness into every conversation.

"I genuinely give a (#&% about each and every caller," she says. "I aim to ensure my voice is calm, understanding, and compassionate." The contrast with her own experience seeking therapy couldn't be starker. She's made calls where receptionists sounded bothered by having to pick up the phone, let alone be helpful. "I've always said I would be the exact opposite of that." She often tells callers: "I really appreciate you sharing those details with me, and kudos to you for making this first step. I know how big of a step it can be." That acknowledgment matters more than most people realize.

Even the way intake paperwork is framed can set the tone for therapeutic success.

That vulnerable moment when someone reaches out and needs to be heard.

Homework That Prepares Your Therapist

The intake form most people see as bureaucratic paperwork? Alicia reframes it entirely. "The more information you provide, the more homework your therapist will have," she tells clients. "That's a good thing. They'll review it to be most prepared for your first session together so you can really hit the ground running." This perspective shift changes everything about how people approach that initial paperwork.

Instead of rushing through forms, they see it as setting their therapist up for success. The research shows that 75% of people who enter psychotherapy show some benefit, but preparation affects outcomes. Being open from the start creates better conditions for that benefit to emerge.

Success in Therapy Matching

Success in therapy matching isn't just about the initial connection—it shows up in the data. Alicia can't sit in on therapy sessions due to privacy laws (plus, that would be weird). But she has other ways of knowing when a fit works. "I see the booking trends," she explains. "I can see when appointments were attended and clients were rebooked. That tells me the match was good and both the client and therapist think so too." She's reading the data like tea leaves, and the patterns tell clear stories.

Consistent rebooking means people are showing up and doing the work. Sporadic attendance or early termination suggests something isn't clicking. When pairings work, they create momentum. When they don't, that momentum never builds. The person facilitating these connections brings more to the role than most people realize.

More than Reception - Real Impact

The biggest misconception about Alicia's work? That she's simply a receptionist who books and cancels appointments. She left teaching to pursue this role specifically because she cares about it deeply. The work gives her something teaching couldn't: real-time feedback from people whose lives are genuinely changing. "Clients say they're looking forward to their appointment, or thank me for pairing them, or give specific feedback like 'you are so caring,'" she says. There's nothing better than when, at the end of a discovery call, a client says they're excited to get started now instead of uncertain about if therapy was a good call.

That immediate connection to impact drives everything she does. She takes pride in being a client care coordinator, not just someone who fills appointment slots. The distinction matters because vulnerable people deserve someone who genuinely cares about getting their fit right.

What This All Means

Great therapy matches aren’t accidental—they’re built on care, insight, and organized depth. When fit works, therapy works—and clients keep showing up, building the life they want. Building a good fit is based on a curated system. It's someone who knows that "happiness is a choice" isn't helpful advice, and who works to prevent others from having that same disappointing experience. It's recognizing that the voice on the other end of that first call can set the tone for someone's entire healing journey.

Most importantly, it's understanding that behind every successful therapy relationship lies invisible work done by someone who genuinely gives a sh*t about getting it right. That work matters more than most people realize. And when it's done well, it shows up in the data that matters most: people who keep showing up, doing the work, and gradually building the life they actually want to live. And a clinic that has a local reputation for getting the job done right, too.

Ready to Experience the Difference?

If you're tired of trying to navigate the therapy world alone, or if you've had disappointing experiences with therapists who weren't the right fit, it's time to try a different approach. At Limestone Clinic, we don't just book appointments—we create connections. Alicia and our team take the guesswork out of finding the right therapist by connecting you with someone who truly understands your needs, your personality, and your goals.

Whether you're dealing with anxiety, trauma, relationship challenges, or just need someone to help you navigate life's complexities, we're here to help you find your perfect therapeutic fit. Whether you prefer online therapy, traditional talk therapy, or need the flexibility of walk-in sessions, we have options that work for your life.

Take the first step today. Book a discovery call with Alicia to discuss your needs, or take our therapist match quiz to get started. Remember, that first call isn't scary—it's the beginning of finding the support you deserve. If you have questions about our services or want to learn more, you can also contact us directly.

Because when the fit is right, everything else becomes possible.