Setting Up Your EHP and Paperwork
Complete list of documents for new clients
It is worthwhile to have your documents ready to go before you get your first client so that as soon as you hang up the phone with them, you can send your paperwork (via HIPPA complaint email or your EHP).
In general, I also reccommend branding your paperwork, with your logo, business name, address, and phone number at the top of each document. Keep documents in the same font style, size, and spacing as well for visual consistency.
Here is what you need ready:
Notice of Privacy Practices
Some EHPs will have their own version of this you can easily use, but I wanted to make my own for branding, and to be more specific than the one TherapyNotes offered.
Practice Disclosures
What this looks like is very much up to you, but check your ethical board for things that must be included in your disclosures. Generally speaking, confidentiality and exceptions, a sexual intimacy clause, HIPPA standards, and your license number (plus a supervisor’s if applicable) should be included as well as information on how to report malpractice and what relevant licenses your governing board (i.e. DORA) oversees. Other things I think are worth including are cancellation policies, rates, extraordinary events policies, electronic record storage, and client rights.
I also recommend the following for all practices, but it’s not required:
Consent for Communication of PHI (Protected Health Information) via Unsecure Transmissions
Even if your email and phone are HIPPA compliant, that doesn’t mean the client’s are. Thus, this CYA document was born. You can find numerous templates online.
Teletherapy Disclosures
Information specific to telehealth is recommended even if you practice mostly in person. You never know when a client might need to move online or do an emergency phone session.
Good Faith Estimate Template
You never know when you might need it.
Modality Specific Disclosures
For instance, I sometimes offer outdoor counseling and have an Outdoor Disclosures form. Some somatic therapists offer touch work and have a Touch Consent Form. Think about if you have any modality specific forms you need.
