7 tips to run your telehealth-only practice

Telehealth has changed therapy, letting therapists provide care remotely and giving clients flexibility and better access to mental health care. But to run a good telehealth practice, you need to make your work smooth, reduce paperwork, and keep clients at the center of what you do. Below, we share practical tips for making telehealth operations more efficient and creating a better client experience, based on ideas from our recent webinar “the 2025 telehealth practice: Streamlining operations while protecting your energy”.

1. Get your telehealth sessions ready

To ensure a smooth experience for clients, start with a solid onboarding process. Create a comprehensive onboarding checklist that clarifies every detail. Inform clients about the format of their sessions, whether they’re in-person or telehealth. Allow clients to complete necessary paperwork ahead of their first session using a secure online portal.

Outline the technology requirements and best practices, and be sure to explain how you’ll safeguard their privacy under HIPAA regulations. Keep in mind that free video-conferencing accounts, such as those on Zoom, typically aren’t HIPAA-compliant. Provide clear and easy-to-follow instructions for logging in to the telehealth platform and troubleshooting any potential issues.

It’s also important to help clients prepare for telehealth sessions by guiding them on setting up their space and technology. Providing a brief “tech readiness” checklist can go a long way. Remind clients to use a stable internet connection, wear headphones for privacy, test the telehealth platform ahead of time, and eliminate distractions like notifications during their sessions. These small steps set the stage for a more productive and comfortable experience for both you and your clients.

2. Prioritize client safety

Always have an emergency plan. During the first visit, collect the client’s current location and an emergency contact. It’s crucial to periodically update this information, especially for long-term clients. Make it clear that sessions must happen in a private space—no roommates or doing other things during the session (like driving). Establishing these safety boundaries upfront creates a secure and professional environment for client care.

3. Test your technology regularly

Don’t wait for a session to start to find out your tech isn’t working. Regularly check your telehealth platform for updates and test your camera and microphone before each session. This ensures smooth sessions and avoids delays.

Always have a backup plan, such as switching to a phone call if video issues persist. Being prepared gives you the confidence to handle unexpected problems smoothly and professionally.

4. Consider cultural and accessibility needs

Ensure your telehealth practice is inclusive by addressing cultural and accessibility needs. Look for platforms that offer features like closed captions, language translation options, or accessible interfaces for individuals with disabilities. This helps you provide equitable care to all your clients, regardless of their unique circumstances.

5. Keep clients engaged post-session

After sessions, consider sending summaries, resources, or homework through your secure platform or email. This keeps clients engaged and helps with continuity of care. Clear post-session communication strengthens the therapeutic relationship and reinforces progress.

You could also send out newsletters or create a social media presence to share relevant resources and updates with your clients.

6. Improve your workflow

Technology can save you time and effort, especially when it comes to documenting sessions. The right tools can shave hours off notes.  Use customizable templates to make note-taking more efficient while ensuring the notes still sound personal and authentic.

Consider using voice-to-text tools or HIPAA-compliant AI to simplify the process further. You can also use ambient AI tools that listen to sessions and draft notes. When using ambient AI, always get client consent and choose a tool that doesn’t store recordings or use data for training. Some EHRs include AI tools in their software, and it’s often the easiest way to use HIPAA-compliant AI.

Simplify your payment process by being transparent about fees upfront, either on your website or in intake materials. Allow clients to pay when booking sessions or through automated reminders. Keeping payment details such as credit cards on file ensures you don’t have to chase clients every session.

It’s also essential to stay informed about telehealth-related insurance and licensing regulations. These rules can vary by state and change frequently, so make it a habit to regularly review the laws in your state and any other states where you offer services to clients.

7. Protect your well-being

Running a telehealth practice can be draining. Set clear boundaries to protect your energy and prevent burnout. Schedule downtime on your calendar, use “do not disturb” modes during breaks, and take time between sessions to recharge.

Stick to your schedule by ending sessions on time using tools like quiet notifications to help signal when a session is concluding. Establishing rituals to close sessions can help both you and your clients transition smoothly.

Practice good tech etiquette, too. Use a professional background, dress appropriately, and stay focused during sessions without multitasking. These habits help maintain a polished and attentive presence, ensuring a professional standard of care.

Create a thriving telehealth practice

Good telehealth practices are built on clear steps, regular communication, and smart use of technology. A strong new client checklist, simple notes, integrated payments, and a focus on therapist well-being not only make clients happier but also let you focus on providing great care.

With these strategies, you can have a successful practice that meets both your needs and your clients’ expectations.