Therapy Forms: A Breakdown Of Psychotherapy Forms For Private Practice
Forms are a necessary evil for every therapist in private practice. There are many different essential forms and psychotherapy forms for private practice out there. The difficult part for therapists is knowing which mental health private practice forms to use and where to find them.
Because there are so many private practice counseling forms that exist, therapists can sometimes get overwhelmed with where to start. It’s important to know what private practice forms you need so that you can run a successful business. You also need to make sure you’re covering all your bases when it comes to legal forms, ethics, and HIPAA compliance.
Let’s cover the basics. We’ll break down what forms are must-haves and where to start. We’ll also give you some resources to get you started!
What Mental Health Private Practice Forms You Need
There are many forms that therapists need when they go into private practice. Some are obvious, like forms for consent, billing, and intake forms. Others may not be at top of mind.
The Zur Institute has compiled a list of some of the forms therapists in private practice need. These include:
Initial assessment- This form helps therapists gather essential information about new clients, facilitating a deeper understanding of their concerns, goals, and history. It sets the foundation for a successful therapeutic relationship.
Assessment forms- These are essential tools utilized by mental health practitioners to document patient information, track progress, and develop personalized treatment plans.
Authorization to release information- This form ensures clients’ consent and clarifies the scope of information to be released when clients may need information shared with other professionals or entities, such as their primary care physicians or insurance providers.
Office policies- Clearly outlined office policies are crucial for managing expectations and promoting a professional environment. These policies can cover topics like scheduling, fees, cancellation policies, confidentiality, and communication methods.
Informed consent forms- This form provides clients with an understanding of the therapeutic process, potential risks and benefits, confidentiality, and their rights as clients. Informed consent is a fundamental ethical requirement in therapy.
Intake forms- These comprehensive documents, including therapy intake forms, gather critical information about clients’ personal and medical history, mental health concerns, and any previous therapeutic experiences. They serve as a starting point for tailored treatment plans.
Termination summary- When therapy concludes, a termination summary provides a thoughtful summary of the client’s progress, achievements, and recommendations for maintaining their well-being moving forward.
Treatment plan- A treatment plan outlines the therapeutic goals, strategies, and interventions agreed upon by both the therapist and the client. It serves as a roadmap for the therapy journey and guides the sessions’ direction.
Professional will- A professional will is a legal document that outlines what happens to a therapist’s practice in case of their incapacity or death. It ensures a smooth transition for clients and safeguards their continuity of care.
Billing or invoice forms- Accurate billing and invoicing are essential for the financial health of a private practice. These forms detail the services provided, associated costs, payment due dates, and methods of payment.
Credit card authorization form- This form collects client credit card information for billing purposes and should be securely stored for future reference.
This isn’t by any means an exhaustive list of the psychotherapy forms for private practice that therapists need, but it’s a good place to start. Some additional forms that might be beneficial include:
Progress Notes: While not listed in the initial compilation, progress notes are vital for maintaining an accurate record of each therapy session. These notes document discussions, interventions, client responses, and progress toward goals.
HIPAA Compliance Forms: In the digital age, maintaining client data security is paramount. Forms related to Health Insurance Portability and Accountability Act (HIPAA) compliance outline how client information is collected, stored, and protected.
Consent for Telehealth Services: As telehealth becomes more prevalent, a consent form specific to virtual therapy sessions ensures clients are informed about the nature of online therapy and any potential limitations.
Self harm: It is crucial to inform clients about instances where confidentiality may need to be breached, specifically in situations involving self-harm.
Crisis Management Plan: Although not standard, having a crisis management plan can be crucial in case a client’s mental health deteriorates rapidly. This form outlines steps to take in case of an emergency.
Feedback Forms: These forms offer clients a chance to provide feedback on their therapeutic experience, enabling therapists to continuously improve their services.
Utilizing these forms not only ensures legal and ethical compliance but also demonstrates your commitment to providing a professional and transparent therapeutic environment. However, it’s important to note that these forms should be tailored to your practice’s specific requirements and the regulations of your jurisdiction. By offering a well-rounded selection of forms, you create a foundation of trust, clarity, and efficiency in your private practice operations.
Keep in mind that if you offer coaching or digital products like courses (many members of the Therapist Network, a consultation community for therapists, do), you should consider having contracts for these offers as well.
Let’s start with the forms you’ll need to give your clients, such as the authorization to release information, office policies, informed consent forms, termination summary, and billing or invoice forms. These are pretty straightforward – you need your clients to fill out forms that let them know what to expect and require a signature in order for you to do anything with them.
The other forms such as the initial assessment, intake forms, and treatment plan are for your records. These private practice counseling forms exist so that you can easily refer back to the reason your clients are attending therapy with you, gather information about their history and presenting problems, and come up with a plan that both you and the client can reference throughout the therapeutic process.
There are other forms to consider that include insurance billing forms, consent forms, agreements for insurance and self-pay practices, HIPAA forms, mental status exams, and progress note templates.
Options for Private Practice Forms
You can either buy customizable forms or use free online templates. Our favorite private practice management software, Jane, has over 7000 templates created by other therapists that users can use for free. Plus, their solo practitioner EMR/EHR plan is the most comprehensive and affordable software for therapists on the market right now.
The Private Practice Pro is a company that sells attorney-approved, customizable paperwork packages. The forms listed in the previous section are part of their basic package and are a great tool for therapists in private practice to use customizable forms that already exist. There are plenty more mental health private practice forms templates that exist, but we prefer sticking with resources curated by trusted colleagues.
There are many private practice forms therapists need – a lot of them can be from customizable templates. You can purchase psychotherapy forms for private practice once and update and customize them as needed.
Free forms are available online, but customizable, attorney-approved forms are definitely the way to go because then you’re bullet-proof. Also, if you invest money in private practice counseling forms upfront, you’ll save yourself time and money down the road because you can continue to use and customize the forms you bought in the beginning.
Whether you choose to buy a customizable form or use a free template, remember that paperwork is always changing. It’s important to have forms that you can update when needed.
How to Find Private Practice Counseling Forms
There are plenty of free templates online that you can Google for private practices. We gave you two places to check out already, but one quick Google search will show you that there are a ton of private practice forms out there that you can use as a free template. If you want to go the route of purchasing forms, look up some trusted customizable templates that you can buy. Consider the pros and cons of using free templates vs. customizable templates for purchase. Do what feels right for you. You can always start with a free template and then upgrade to a paid customizable template later.
Besides Google searches, there are other ways to find psychotherapy forms for private practice. Resources from one expert are great, but documents from an entire network of trusted peers is even better. Members of the Therapist Network are generous with their time, resources, and support. The Therapist Network even has a dedicated space to make sharing and finding documents, files, and PDFs with each other even easier. You’ll find everything from real-world informed consents, progress note templates, and so much more crowdsourced clinical documents in the shared resources space of the Therapist Network. You can learn more about all the perks that come with joining the Therapist Network here.
Creating Informed Consent Forms for Private Practice
It can be difficult to know where to begin when it comes to creating forms for your private practice. Some therapists create their own therapy intake forms from scratch. This can be time-consuming. You also might miss something if you try to do it all yourself.
It’s easiest to start with a template, whether it’s free or bought. If you decide to create your own private practice forms, there are a few things to consider. You can create forms that are either digital or paper. If you have a logo, use it and make it work for your private practice.
When deciding what forms to create, come up with a list of everything you need for legal reasons and ethical requirements. Include forms that will gather information about your clients. You can simply use Microsoft Word to create your forms or get fancy in Photoshop.
If you want to create your own forms, do your homework about what forms you need. We highly recommend choosing to buy customizable forms from trusted sources because you’ll get everything you need. You’ll be able to update them as you grow your practice and as things in the world of therapy change.
is another opportunity to make connections and ask other therapists about where they get their forms. our network to build relationships with other therapists, share clinical forms and get unlimited clinical and business consultations. You don’t have to figure it all out alone!
Informed Consent
Informed consent is a cornerstone of any therapy or counseling practice. It is a process where the therapist informs the client about the nature of the therapy, the potential risks and benefits, and the client’s rights and responsibilities. The informed consent form is a document that outlines these terms, including the therapist’s qualifications, the length and frequency of sessions, and the client’s confidentiality rights.
The informed consent form should be signed by the client before the start of therapy and reviewed and updated regularly. This form typically includes:
A clear statement of the therapist’s qualifications and experience.
A description of the therapy approach and techniques used.
A statement of the client’s rights and responsibilities.
A description of the confidentiality policies and procedures.
A statement of the risks and benefits of therapy.
A description of the emergency procedures and crisis management plan.
Having a comprehensive informed consent form is essential for establishing a clear understanding between the therapist and the client. It helps build trust and ensures that the client is fully informed about the therapeutic process, thereby fostering a transparent and ethical therapeutic relationship.
Telehealth Counseling
Telehealth counseling is an increasingly popular trend in the mental health industry, offering counseling services remotely through video conferencing, phone calls, or messaging apps. This approach provides numerous benefits, including increased accessibility, convenience, and flexibility for both therapists and clients.
However, telehealth counseling also presents unique challenges, such as ensuring confidentiality and security, managing technical issues, and establishing a strong therapeutic relationship. To address these concerns, therapists should develop a comprehensive telehealth policy and procedure manual. This manual should include:
A description of the telehealth platform and technology used.
A statement of the confidentiality and security policies and procedures.
A description of the emergency procedures and crisis management plan.
A statement of the client’s rights and responsibilities.
A description of the technical requirements and troubleshooting procedures.
Therapists should also ensure they have the necessary training and experience to provide telehealth counseling services. Additionally, they must be aware of the laws and regulations governing telehealth counseling in their state or country. By having a well-defined telehealth policy, therapists can provide effective and secure remote counseling services, maintaining the integrity of the therapeutic process.
Practice Policies and Procedures
Developing clear practice policies and procedures is crucial for any therapy or counseling practice. These policies help establish a clear understanding of the therapist’s role and responsibilities, the client’s rights and responsibilities, and the procedures for managing various situations.
A comprehensive practice policies and procedures manual should include:
A description of the therapist’s qualifications and experience.
A statement of the therapy approach and techniques used.
A description of the confidentiality policies and procedures.
A statement of the client’s rights and responsibilities.
A description of the emergency procedures and crisis management plan.
A statement of the payment policies and procedures.
A description of the cancellation policies and procedures.
Additionally, the manual should outline procedures for managing different situations, such as:
Client complaints and grievances.
Confidentiality breaches.
Emergency situations.
Crisis management.
Termination of therapy.
Having clear practice policies and procedures helps establish a professional and ethical practice. It ensures that the therapist provides high-quality services to their clients and is prepared to handle various situations effectively. By maintaining a well-organized and comprehensive manual, therapists can create a structured and reliable practice environment.