Online therapy tips for therapists

Online therapy tips for therapists are essential in a world where telehealth has transformed how we connect with the people we help – delivering services that give both providers and clients more accessibility and flexibility.

While virtual care offers a wide range of benefits, it also introduces a unique set of variables that providers are tasked with carefully managing. Distractions, technical issues, and workflow inefficiencies prove that smooth online therapy sessions require more than just logging into a video platform.

Summary

• Successful online therapy sessions require more than video software — strong preparation, reliable technology, and organized workflows are essential for smooth telehealth delivery. Download my free smooth teletherapy session worksheet.
• Therapists can improve telehealth quality by optimizing internet connections, testing equipment in advance, and creating distraction-free therapy environments.
• Preparing clients before sessions with clear instructions and simple troubleshooting steps can reduce technical issues and improve engagement.
• Integrated telehealth platforms like TheraPlatform help therapists streamline scheduling, documentation, communication, and HIPAA-compliant telehealth sessions in one place.

Not to worry though. With the right telehealth tools and proper preparation, clinicians can deliver high-quality therapy services through efficient, professional, and client-centered remote sessions with our online therapy tips for therapists.

Telehealth challenges

Telehealth offers advantages like removing geographical barriers, but it comes with its own set of challenges.

Common potential issues include:

• Audio and video disruptions (lagging video feeds)
• Unexpected environmental/background interruptions
• Difficulty maintaining a client’s attention
• Poor internet connection
• Limited access to materials
• Increased screen fatigue
• Documentation and workflow inefficiencies

Maintaining a strong therapeutic rapport may feel harder when communication between the client and provider happens through a screen. Additionally, there can be a steep learning curve associated with new software.

Implementing a proactive approach allows providers to ensure that technology serves as a bridge to effective care, not a barrier.

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Technical preparation

Every successful telehealth session starts with a strong technical setup. Taking the time to prepare by optimizing internet connectivity, the therapy environment, and equipment, can go a long way in preventing disruptions during your session.

Internet tips for online therapy

A reliable internection connection is a must when it comes to telehealth success. Weak connections can result in delayed audio, frozen video, or dropped calls. These issues can interfere with both communication and treatment progress.

Tips for improving connection quality:

• Use high-speed internet
• Close unused browser tabs or programs
• Connect through Ethernet directly if possible
• Run regular tests on internet speed
• Limit streaming or heavy internet using while in sessions

Consider having a backup plan if connectivity issues happen unexpectedly. A mobile hotspot or phone call option can be used alternatively in case of any issues.

Equipment tips for virtual care

Telehealth providers should use reliable equipment to create a professional therapy session that is also efficient.

Necessary equipment often includes:

• High-quality webcam
• A computer or tablet with updated software
• Noise-reducing headset or microphone
• Sufficient lighting
• Dual monitors for screen sharing and documentation

It’s always a good idea to test cameras, microphones, and screen-sharing functions prior to the start of a session.

All devices should be charged, and chargers should also be kept handy in case they’re needed. Updating software and equipment on a regular basis can help prevent technical interruptions.

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Environmental session tips for therapists

Just like when providing services in person, the therapeutic environment you create plays a crucial role in session quality. When your therapy space is quiet, organized, and free from distractions, clients are able to remain more engaged and providers can better focus on therapy delivery.

Consider modifying your environment to ensure there is:

• Minimal background noise
• Optimal lighting
• A neutral or uncluttered background
• A well-positioned camera at eye level
• An easily accessible set of therapy materials
• Reduced visual distractions on the screen

Therapists working with the pediatric population can help maintain their clients’ attention and participation in sessions by incorporating movement breaks, interactive activities, and visual schedules.

Clinical preparation tips for therapists

Clinical preparation for telehealth sessions often involves adapting traditional in-person therapy techniques to maintain the client’s engagement and ensure maximum participation.

Clinicians should become familiar with digital tools and may even consider practicing with friends and family before meeting with clients. This low-stakes environment is the perfect time to familiarize yourself with how to navigate screen sharing, muting, and troubleshooting.

If you plan to use interactive games during your session, review them ahead of time so you can anticipate unpredictable ads that may appear when using free online resources. These can be distracting or potentially inappropriate in a clinical setting.

Finally allow 5 to 10 minutes for yourself in between sessions so you can mentally reset, stand up, and stretch before you start with your next client.

Free Resources for Therapists

Click below and help yourself to peer-created resources:

• Ready-to-use worksheets, checklists, assessments & more!
• Master insurance billing with our expert-led course
• Telehealth 101: On-demand videos
• Curious how TheraPlatform solves private practice pain points?

Client preparation for online therapy sessions

Preparing clients and families ahead of time can help ensure both parties are set up for telehealth success. Provide your clients with simple instructions and clear expectations to minimize delays and reduce confusion.

Before telehealth sessions, providers should communicate with clients or caregivers, encouraging them to:

• Test their internet and device
• Identify a quiet location
• Log in to sessions a few minutes early
• Gather needed materials
• Ensure devices are charged and charging cables are nearby

Providers may want to consider offering a complimentary, brief 5-minute test session. During this quick check-in, you can assist the client with troubleshooting any technical problems, provide education on how the digital platform works, and test audio and video, before diving into therapy sessions.

Documentation and workflow optimization

Efficient documentation and workflows are essential for running smooth teletherapy sessions within a practice. Using multiple systems to manage documentation, scheduling, communication, and therapy resources can reduce productivity and increase stress.

Implement strategies to optimize your workflow, such as:

• Developing documentation templates
• Using integrated scheduling systems
• Automating appointment reminders
• Keeping digital therapy materials organized
• Using secure messaging systems to communicate with clients and families
• Completing documentation during or immediately following a session

Using an integrated platform that offers all of these features in one place can reduce administrative burden and improve efficiency. And by streamlining workflows, clinicians can focus more on client care.

Choosing the best HIPAA-compliant teletherapy platform

Telehealth use has skyrocketed since the pandemic, with teletherapy emerging as a trusted, convenient, and secure alternative to in-person care for both children and adults. Therapists and clients report high satisfaction, and teletherapy now accounts for 13–17% of U.S. healthcare visits.

To protect privacy, providers must use HIPAA-compliant video platforms. The top platforms not only secure sessions with encryption but also support scheduling, billing, documentation, and client portals to streamline practice management.

The best teletherapy platforms go beyond video conferencing. By combining compliance, reliability, stable video, resources, games and practice management tools, they help therapists deliver care that’s safe, effective, and adaptable to modern client needs. 

Marketing is also another aspect of owning a practice that can be conducted through a secure HIPAA-compliant platform as you can communicate with existing clients via chat, email and more.

Why therapists choose TheraPlatform as their teletherapy platform

Whether for solo practice or larger clinics, therapists choose TheraPlatform for its blend of usability, flexibility, and robust telehealth tools.

Here are top reasons why therapists choose TheraPlatform for teletherapy:

• Efficiency and convenience: Everything down to payments, scheduling, documentation, and insurance claims is managed in one integrated platform, saving time and reducing friction.
• Security and compliance: TheraPlatform is fully HIPAA and PIPEDA compliant, with encrypted video sessions, secure data storage, and 24/7 monitoring for peace of mind.
• Engagement tools: Built-in interactive features like whiteboards, games, media sharing, screen annotation, and therapy-specific “apps” enhance client engagement especially useful in pediatric and speech therapy.
• Client-centered functionality: The secure client portal empowers clients to book sessions, complete forms, submit documents, and make payments, reducing admin work for the therapist.
• Customization and flexibility: Therapists can create and customize templates for notes, treatment plans, and intake forms allowing them to tailor workflows to their practice style.
• All-in-one practice management: Combines telehealth, EHR, billing, insurance, scheduling, and documentation, eliminating the need for multiple tools or software.
• Therapy-specific design: Unlike generic telehealth platforms, TheraPlatform is purpose-built for mental health, speech therapy, OT, PT, and more with features tailored to each specialty.
• Professional credibility: Recording features, branded portals, and compliance tools help therapists present a more professional, trustworthy experience to clients.
• Positive user experience: Therapists appreciate having everything in one place and often report a smoother workflow, fewer tech issues, and faster onboarding.

What therapists are saying about TheraPlatform telehealth

Therapists praise TheraPlatform for its ease of use, seamless scheduling, and built-in billing tools like superbills. They value the platform’s features including intuitive charting, customizable notes, and interactive telehealth tools as well as the responsive support team, which listens to feedback and implements updates. 

Many highlight that the platform offers the best of all worlds, combining excellent video conferencing with resource sharing and an engaging, client-centered teletherapy experience.

"There's seriously no better platform out there! Easy to use … syncs to your personal schedule, provides superbills …"- Coastlinespeechtherapy (Source)

“It is not just the platform, it is the team behind TheraPlatform, always willing to help and receptive to feedback to bring updates requests to live,” Orly, Smarty Therapy PC (Source)

"The video conferencing is excellent and the ability to share resources and the interactive screen make Telehealth a rich experience."- Kathy J.  (Source)

"TheraPlatform has been the best of all worlds! … intuitive charting, in-system billing, customizable notes …"-Kendrah B. (Source)

Streamline your practice with One EHR

• Scheduling
• Flexible notes
• Template library
• Billing & payments

• Insurance claims
• Client portal
• Telehealth
• E-fax

Learn More

Resources

TheraPlatform is an all-in-one EHR, practice management, and teletherapy software with AI-powered notes built for therapists to help them save time on admin tasks. It offers a 30-day risk-free trial with no credit card required and supports mental and behavioral health, SLPs, OTs, and PTs in group and solo practices.

More resources

• Therapy resources and worksheets
• Therapy private practice courses
• Ultimate teletherapy ebook
• The Ultimate Insurance Billing Guide for Therapists
• The Ultimate Guide to Starting a Private Therapy Practice
• Insurance billing 101
• Practice management tools

Free video classes

• Free on-demand insurance billing for therapist course
• Free mini video lessons to enhance your private practice
• 9 Admin tasks to automate in your private practice

References

Ayer, M. (2023). Relieving administrative burden on clinical staff with streamlined workflows and speech-recognition software. British Journal of Nursing, 32(Sup16b), S1-S9. DOI: https://www.magonlinelibrary.com/doi/abs/10.12968/bjon.2023.32.Sup16b.S4?journalCode=bjon

Mallipeddi, N. V., Mehrotra, A., & Van Stan, J. H. (2023). Telepractice in the treatment of speech and voice disorders: What could the future look like?. Perspectives of the ASHA Special Interest Groups, 8(2), 418-423. DOI: https://pubs.asha.org/doi/abs/10.1044/2022_PERSP-22-00098

Odeh, A., Abdelfattah, E., & Salameh, W. (2024). Privacy-preserving data sharing in telehealth services. Applied Sciences, 14(23), 10808. https://www.mdpi.com/2076-3417/14/23/10808