Telehealth consent form

Telehealth consent forms are a must-have in a world where technology has rapidly transformed how care is delivered. Telehealth offers flexibility, accessibility and continuity for both providers and clients. As convenient as virtual care can be, it also introduces unique ethical, legal, and clinical considerations.

Summary

• A telehealth consent form is essential: It ensures clients fully understand virtual care, including risks, privacy, and how sessions are conducted. Download my free telehealth consent form.
• It’s both a legal and ethical requirement: Proper consent protects providers from liability while supporting client autonomy and informed decision-making.
• A comprehensive telehealth consent form reduces risk: Strong consent forms cover privacy, technology limitations, potential disruptions, and HIPAA compliance.
• Digital tools streamline the process: Platforms like TheraPlatform simplify consent collection, storage, and compliance while improving the client experience.

One of the most important considerations is telehealth consent. Whether you are a mental health therapist, occupational therapist, or healthcare provider integrating virtual services, understanding telehealth consent is imperative for protecting your clients and your practice.

What is telehealth consent?

Telehealth consent is the process of informing clients about the nature of virtual care and obtaining their explicit agreement to participate in services delivered remotely. Unlike general consent for treatment, telehealth consent specifically addresses the nuances of using technology as the medium for care.

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Telehealth consent allows for clients to understand how sessions will be conducted, the potential risks and limitations involved, as well as their rights regarding privacy and confidentiality. It can be obtained verbally or in writing, but written consent is strongly recommended for documentation and compliance purposes.

Overall, telehealth consent is an integral step in establishing transparency and trust in a virtual care environment.

What is a telehealth consent form?

A telehealth consent form is an intake document that outlines to clients how electronic communication or video conferencing will be utilized as a provision of care for therapy treatment.

A telehealth consent form is required if you’re expanding your services to offer teletherapy and must be signed by the client. It is both an ethical and legal requirement in telehealth. Providers have a duty to ensure that clients are making informed decisions about their care. Because telehealth differs from in-person visits, clients need to understand what they are agreeing to.

From a legal perspective, many states and regulatory boards require a documented telehealth consent form before initiating services. Failure to obtain proper consent can result in compliance issues, liability risks, or even disciplinary action.

Ethically, consent supports client autonomy. It allows individuals to weigh the benefits and risks of telehealth and decide whether it aligns with their needs and comfort level. It also opens the door for important conversations about expectations, boundaries, and communication.

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What should a telehealth consent form include?

A telehealth consent form should be clear, comprehensive, and easy for clients to understand. While requirements may vary slightly by state or discipline, there are several core components that should always be included.

Risks

A telehealth consent form should outline potential risks including:

• Technical disruptions: May include poor internet connection or a dropped call
• Reduced ability to read non-verbal cues
• Limitations in conducting physical assessments or hands-on interventions
• Potential delays in emergency response if a crisis occurs during a session

Being upfront about these risks helps clients make informed decisions and reduces the likelihood of misunderstandings later.

Privacy

Privacy is one the biggest concerns in telehealth. Clients should be informed about how their information will be protected and what steps they can take to maintain confidentiality on their end.

Your telehealth consent form should explain:

• Whether sessions are encrypted and conducted through secure platforms
• The importance of participation in sessions from a private location
• The risks of unauthorized access

It’s also helpful to clarify whether sessions will be recorded and if so, how will those recordings be stored and used.

Technology limitations

Not all clients are familiar with or comfortable using telehealth technology.

Your telehealth consent form should address the following:

• The type of platform being used
• Basic technical requirements (internet, device, software)
• What to do if technical issues arise (back up communication methods)

This sets realistic expectations and helps prevent disruption from becoming barriers to care.

Legal and HIPAA considerations

Telehealth providers must comply with all applicable privacy laws, including HIPAA. This means using secure, compliant platforms and ensuring that protected health information (PHI) is handled appropriately.

Your telehealth consent form should include language indicating that the platform used is HIPAA compliant, reasonable precautions are taken to protect client data, and that there are inherent risks to electronic communication that cannot be entirely eliminated.

The U.S. Department of Health and Human Services recommends informing “patients about the privacy and security protections of the remote communication technologies that you offer, which can help prevent breaches of the patient’s PHI such as their medical records, information discussed during an appointment, and any documents or images shared during a telehealth appointment.”

Additionally, providers should be aware of state-specific telehealth laws, which may include licensing requirements, cross-state practice restrictions, and documentation standards.

It's also important to verify client identity at the start of sessions and document their location, as emergency protocols may depend on where the client is physically located during the session.

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• Curious how TheraPlatform solves private practice pain points?

Best practices for telehealth consent forms

Obtaining health consent should not feel like a checklist, but it should be an intentional part of your onboarding and clinical process. Here are some best practices to elevate how you approach it:

• Use plain language to avoid confusion. Legal jargon can make consent forms difficult to comprehend.
• Review consent periodically, especially if there are changes in technology, policies, or client circumstances.
• Document everything, including when consent was obtained and any discussions that took place.
• Adapt for your population, especially when working with children, caregivers, or individuals with cognitive differences.
• “Ensure the informed consent and other compliance documentation has been received and/or is documented during check-in, including verbal consent,” suggests the U.S. Department of Health and Human Services.

For the pediatric population, consent often involves both the caregiver and the child (when appropriate), adding another layer of communication and clarity.

Using digital forms in TheraPlatform

Digital documentation has made obtaining and managing telehealth consent significantly more efficient. Platforms like Theraplatform allows providers to streamline the entire process while maintaining compliance.

With digital forms, you can:

• Send consent documents securely before the first session
• Collect electronic signatures quickly and efficiently
• Store completed forms directly within the client’s record
• Ensure easy access for audits or reviews

Theraplatform also integrates telehealth services with documentation, scheduling, and billing, reducing administrative burden and creating a more cohesive workflow. Using digital consent forms not only improves efficiency but also enhances the client experience. It eliminates paperwork, reduces delays, and allows clients to review materials at their own pace.

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
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• The Ultimate Insurance Billing Guide for Therapists
• The Ultimate Guide to Starting a Private Therapy Practice
• Insurance billing 101
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References

1. U.S. Department of Health and Human Services. Obtaining Informed Consent. https://telehealth.hhs.gov/providers/preparing-patients-for-telehealth/obtaining-informed-consent
2. U.S Department of Health and Human Services (2023, October 17). Resource for Health Care Providers on Educating Patients About Privacy and Security Risks to Protected Health Information. https://HHS.gov .https://www.hhs.gov/hipaa/for-professionals/privacy/guidance/resource-health-care-providers-educating-patients/index.html