HOW TO HOST YOUR SESSIONS
Hosting therapy sessions online starts with choosing a HIPAA-compliant video platform, one that encrypts every session and comes with a signed Business Associate Agreement (BAA) to protect your clients' health information.
Many therapists use all-in-one tools like SimplePractice, TherapyNotes, or TheraNest, which bundle secure video with scheduling and billing, while others prefer a dedicated option such as Doxy.me (free, browser-based, with a virtual waiting room) or Zoom for Healthcare (a familiar interface backed by enterprise-grade security).
Choose a platform with built-in captioning for clients who are hard of hearing, and confirm it works well with common screen readers for clients with visual impairments.
Ask new clients directly whether they need any accommodations for virtual sessions, such as larger text, an interpreter on the call, or the flexibility to switch between video and phone.
MAKE SESSIONS ACCESSIBLE
GET PAID SECURELY
Set up a secure online payment processor integrated with your practice management tool so clients can pay by card without emailing sensitive financial details.
If you accept insurance, check with each payer about telehealth-specific CPT codes and modifiers, since reimbursement rules for virtual sessions can differ from in-person care.
Before your first virtual session, treat your setup like part of the treatment room. Pick a quiet, private space with a closed door, position your camera at eye level with soft lighting in front of you rather than behind, and keep the background neutral and free of distractions.
Test your internet connection and audio before every session, and always have a backup plan ready, such as a mobile hotspot or a phone number to call if the video connection drops. A wired headset improves both sound quality and confidentiality over open speakers.
SET UP YOUR SPACE & TECH
PLAN FOR CLIENT SAFETY
Telehealth needs its own safety plan, since you can't physically step in the way you could in an in-person session. At intake, confirm each client's physical address, and keep a running list of the nearest emergency services and crisis lines for wherever they're located.
Agree on a backup plan in advance for what happens if a session drops during a crisis moment, including an alternate phone number and, where appropriate, a trusted emergency contact you can reach out to.
Teletherapy is governed by where your client is physically located, not where you are. Confirm you're licensed in your client's state (or covered by a compact such as PSYPACT for psychologists) before every session, since rules vary and can change.
Use a consent form written specifically for telehealth that covers privacy risks, emergency procedures, and how sessions may be recorded or stored. Our Informed Consent page outlines what to include.
KNOW THE RULES THAT APPLY
ONBOARD CLIENTS SMOOTHLY
Set clients up for success before their first session with a simple digital intake packet: consent forms, a short tech-check guide, and clear instructions for finding a private space at home.
Send an automated reminder 24 hours ahead with the session link and a brief checklist, headphones, a private room, a stable connection, so time isn't lost to avoidable tech hiccups.
Small habits carry a lot of weight on video. Look at the camera rather than the screen when speaking to simulate eye contact, minimize on-screen distractions like notifications, and narrate brief silences so they don't read as a dropped connection.
For couples, family, or group sessions, agree on ground rules in advance, such as one person speaking at a time, muting when not talking, and how you'll manage separate physical locations.