Podcast Summary: Private Practice Startup – Episode 178: Preparing Your Practice and Website for Telehealth

Hosts: Dr. Kate Campbell & Katie Lemieux
Guest: Perry Rosenblum (Founder of Brighter Vision)
Release Date: March 22, 2020

Episode Overview

This episode addresses the urgent transition of therapy practices to telehealth in response to the COVID-19 crisis. Katie Lemieux and Perry Rosenblum discuss practical challenges, ethical considerations, and website strategies for therapists adapting to new ways of working. The conversation is candid, personal, and packed with actionable tips to help mental health professionals move their practices online while communicating effectively with current and prospective clients.

Key Discussion Points and Insights

The Emotional and Professional Impact of COVID-19

• Both hosts express shared anxiety and uncertainty felt by therapists and clients alike (05:43–07:06).
• Quote:

  "I'm nervous for our clients and the clients they serve... I know I'm feeling a lot of anxiety and a lot of feelings I can't even articulate properly."
  — Perry Rosenblum (05:53)

Rapid Shift to Telehealth: Legal and Practical Challenges

• Speed of Change:
  Therapists are being forced online rapidly, sometimes struggling with free platforms and unexpected technical issues (07:42–11:08).
• HIPAA Regulations:
  Government is temporarily relaxing HIPAA penalties for non-compliant platforms, but therapists must still act ethically.
• Best Practices:
  • Always check latest legal and ethical requirements.
  • Only relax standards when essential and temporary (07:42–09:32).
• Quote:

  "You have to just check in with yourself, go with your best practices, follow the law and the rules as they come out... this is for this time of crisis."
  — Katie Lemieux (08:48)

Updated Forms and Consent

• Telehealth-Specific Consent Needed:
  • Use a technology-assisted counseling consent form.
  • Educate clients about their role in protecting their own privacy (11:24–12:45).
  • Practical advice: Use headphones to enhance confidentiality.
• Where to Access Forms:
  Katie shares that their attorney-approved telehealth consent form is available at privatepracticestartup.com (14:46).
  • Quote:

    "When we're not [in the same room], we can't assure the client's confidentiality. So we have to educate them on how to assure their confidentiality."
    — Katie Lemieux (12:00)

Addressing Clients in Non-Private Home Environments

• Flexibility is Key:
  • Sessions may need to be scheduled during quieter times.
  • Use alternative contact methods like phone calls; suggest clients take calls in the car if privacy at home isn't possible (13:18–14:38).
• Logistical Tips:
  Avoid using speakerphone/Bluetooth in public, suggest using text/email where appropriate as defined in the consent.

Interns, Licensing, and Telehealth

• Complexity for Interns:
  • Regulations vary by state, especially regarding on-site supervision requirements and counting hours toward licensure.
  • Uncertainty exists, and therapists are urged to check with state boards for updates (15:38–17:40).
  • Quote:

    "As a community we have to figure out a way to make that happen for clients to receive continued services because we're in a time of crisis."
    — Katie Lemieux (16:47)

Self-Care for Therapists

• Recommendation:
  • Prioritize walks, fresh air, healthy habits, and boundaries to manage stress and remain grounded (17:40–18:52).
  • Essential for practitioners to care for themselves so they can care for clients.

Website Best Practices for Telehealth

• Make Telehealth Visible Online:

  • Update hero images and homepage content to state clearly that you’re open and offering telehealth (20:44–21:21).
  • Update psychology directory profiles as well.
  • Explicitly state you are accepting new clients.
  • Offer resources to support the community (free sessions, guides).
  • Quote:

    "Make it clear that you are there to help people, that, hey, we are accepting new clients in this time of crisis. We are here to help you get through this time of crisis. We offer telehealth."
    — Perry Rosenblum (20:52)

  • "Every business is a tech company now. You need to market yourself like a tech company."
    — Perry Rosenblum (19:55)

• Home Office and Session Privacy Tips:

  • Set up workspaces to minimize disruptions (e.g., screen faces a wall, back of laptop toward the door). (22:11–23:01)
  • Share these tips with clients to support their privacy.

• Create a Client Guide for Telehealth Prep:

  • Add a webpage or downloadable guide outlining technical and privacy prep for clients (23:01–23:50).
  • Email this guide in appointment reminders.

• Preparation Sessions for Clients:

  • Offer a 10–15 minute session to orient clients to the telehealth platform and process, reducing anxiety (24:54–26:12).
  • Adapt onboarding to support comfort and success.

Notable Quotes and Memorable Moments

• Resilience and Opportunity Theme:

  "There's a Chinese symbol that means crisis but also opportunity. So are we in the midst of a crisis? Absolutely. And it's also a time for an opportunity and this is a really great time to grow your business or start your business."
  — Katie Lemieux (03:06)

• Practical Humor:
  When interrupted by his kids during the podcast, Perry relates it to the reality of telehealth at home:

  "I keep thinking about that BBC interview where someone's... talking about something super serious and his children come in... Just totally had that kind of moment here."
  — Perry Rosenblum (21:27)

Timestamps for Key Segments

• COVID-19 context and emotional check-in: 05:11–07:06
• Challenges with telehealth platforms and HIPAA: 07:09–11:08
• Telehealth consent and privacy tips: 11:08–12:45
• Telehealth in non-private homes: 13:18–14:38
• Accessing forms & resources: 14:46–15:19
• Interns, telehealth, and licensure: 15:38–17:40
• Therapist self-care and business adaptation: 17:40–18:52
• Website and telehealth marketing strategies: 20:44–22:11
• At-home practice logistics (with a humorous interruption): 22:11–23:01
• Creating telehealth client guides and onboarding: 23:01–24:54
• Reducing client anxieties and offering orientation sessions: 24:54–26:12

Final Takeaways

• The move to telehealth is not only about technology, but also clear communication, flexibility, and empathy.
• Updating your business processes, consent paperwork, and website messaging are essential steps.
• Supporting clients (and yourself) through transitions with clear guides and open conversation reduces anxiety.
• Community, creativity, and ethical care will help the profession—and its clients—weather this time of crisis.