Consent forms establish trust, set clear expectations, and protect both you and your clients. Most mental health professionals understand the importance of obtaining informed consent before beginning therapy. Whether referencing your treatment approach, privacy policy, limits of confidentiality, fee schedule, or payment terms, being clear and forthright with your clients at the outset of the therapeutic relationship is critical.
The technology in the consent process has evolved dramatically, while the language in many consent forms hasn’t kept pace. If your practice uses an electronic health record system, secure messaging, online scheduling, or cloud-based storage, but your consent form makes no mention of these tools, you’ve created a transparency gap that can erode the trust you’ve worked to build.
Why Your Old Consent Form Isn’t Enough Anymore
When the electronic consent for your practice fails to address the technology powering your sessions, you create real risk at multiple levels:
- Erodes client trust: Your clients may assume you’re transparent about how you handle their sensitive information. When they discover you’re using systems you never disclosed, it may raise questions about what else you failed to communicate.
- Fails compliance: Provincial privacy legislation, such as PHIPA in Ontario and PIPEDA at the federal level, requires clear disclosure of how personal health information is collected, used, and stored. Regulatory colleges across Canada expect their members to obtain meaningful, informed consent that covers the technology used to deliver care.
- Creates ambiguity: If a concern or complaint arises about how client information was handled, you need documentation showing you clearly disclosed your practices.
A Checklist for Your Technology in the Consent Process
When updating your consent forms to reflect digital therapy practices, consider including clear disclosures about these key areas:
- Data storage and security: Specify that you use an encrypted, cloud-based system, and reference the security standards to help clients understand their information is protected, not just filed away.
- Electronic communication policies: Clarify which communication methods you use for which purposes. Secure messaging through a practice management platform, like Owl Practice, meets privacy requirements that standard text or email may not.
- Use of a practice management system: Disclose that you use a third-party platform, such as Owl Practice, to manage appointments, billing, session notes, contact details, and related clinical information.
- Confidentiality and access: Specify who on your team has access and explain that access is granted on an as-needed basis and governed by strict confidentiality agreements.
- Data backup: Describe your process for backing up information to prevent loss and ensure continuity of care.
How to Word Your Practice Tech Legal Forms
When crafting the actual language for your consent form, consider adapting this template to fit your specific practice circumstances:
“In administering our practice, we make use of a secure, web-based practice management system to store and manage our client records. This includes client appointments, billing documents, session notes, contact details, and other client-related information and documents. The system we use is encrypted, uses highly secure servers, grants access only on an as-needed basis, and is governed by our strict confidentiality policy. Additionally, all practice data in the system is routinely backed up to ensure the privacy and protection of sensitive client information and to assist us with PHIPA compliance.”
Disclaimer: Please use this as a guide only and make any changes you or your legal counsel deem necessary for the purposes of your practice’s consent form. Owl Practice does not provide tax, legal or accounting advice, but the wording here is directionally correct and could at least get you started for your own consent form. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for legal advice. You should consult your own advisors.
Simplify Everything With Digital Therapy Consent Forms
Once you’ve updated the language in your consent documents, the next step is modernizing how you collect and manage that consent. Shifting to digital forms transforms consent from a paper-based task into a seamless part of welcoming new clients to your practice. A system like Owl Practice allows clients to review and sign consent forms remotely through a secure client portal before their first appointment. Signed forms automatically attach to each client’s file, eliminating manual scanning and filing. The system also tracks outstanding forms and can send automatic reminders.
Build a Foundation of Trust With Secure Technology
A consent form that accurately describes your practice technology signals professionalism, transparency, and respect for your clients’ right to make informed decisions. It demonstrates that you take your legal and ethical obligations seriously while embracing tools that make your practice more efficient and accessible. When your practice management system and consent procedures work together seamlessly, you create a foundation of trust.
By updating your forms to reflect how you work and using tools designed specifically for mental health professionals, you protect your clients, your practice, and the important work you do. Learn how Owl Practice’s technology protects your practice and clients.
