No, there isn’t a single “standard” HIPAA form that applies universally across all healthcare settings, including therapy practices. The Health Insurance Portability and Accountability Act (HIPAA) mandates that certain privacy forms and authorizations be used to protect patient information. Specifically for therapists in private practice, there are two forms that fall under the HIPAA umbrella.
These two forms are known as the HIPAA Privacy Notice and the HIPAA Psychotherapy Authorization Form commonly known as the Release of Information (ROI). We will discuss key elements for BOTH forms tailored for therapists in private practice.
Want a FREE HIPAA Privacy Form Template that is attorney-approved for your private practice? CLICK HERE. If you're looking for attorney attorney-approved private practice paperwork bundle, CLICK HERE!
What Are the Key Elements for a HIPAA Privacy Notice Form in Private Practice?
Creating a HIPAA Privacy Form Template that’s appropriate for your private practice is crucial for protecting your clients' privacy and ensuring your practice complies with federal regulations. Here are the key elements you should consider when developing or choosing a HIPAA Privacy Form:
Limits of Confidentiality: In the HIPAA form therapists need to list out limits on confidentiality. Although this is also covered in your informed consent it also needs to be in the HIPAA Privacy Form.
Client Rights: This section on your HIPAA form lists the client's rights. Things such as the right to confidentiality, the right to amend, the right to request copies of medical records, etc.
Use & Disclosure of Protected Health Information (PHI): This area in the HIPAA form covers how PHI is used for treatment, operations, and payment for services.
Therapist Duties: This section states that a therapist is required by law to maintain the privacy of PHI and also provide you with their notice and privacy practice policies.
Right to Revoke: It’s important to inform clients that they have the right to revoke their consent at any time. This section should be clearly outlined in the HIPAA privacy form template, ensuring clients understand they can withdraw their authorization without fear of affecting their care.
Signature & Date: The form should include a space for the client or guardian’s signature and the date of signing. Best practices recommend that this form is signed although it is not required.
Detailed Contact Information for Complaints: Your HIPAA form should provide information on how clients can file a complaint if they believe their privacy rights have been violated. This includes contact information for your practice’s privacy officer and the Department of Health and Human Services Office for Civil Rights.
State-Specific Requirements: Some states have additional requirements beyond what is federally mandated. Be sure to review your state’s laws or consult with an attorney to ensure your HIPAA forms are compliant with local regulations, such as notarized HIPAA forms.
What Are the Key Elements for a HIPAA Psychotherapy Authorization Form/Release of Information?
For clarification, we are going to refer to the HIPAA Psychotherapy Authorization Form as the Release of Information (ROI) form. This will help to differentiate between the HIPAA Privacy Policies Form in the section above and this section will cover the Release of Information.
Client Information & Consent: Your ROI form should collect client information, including name, and date of birth. It should also provide a clear explanation of what the client is consenting to, such as the release of medical records or the sharing of information with other healthcare providers.
Description of Information to be Disclosed: The ROI form must specify the type of information that will be disclosed. For therapists, this might include session notes, treatment plans, or specific details from psychotherapy sessions. A well-crafted ROI (HIPAA psychotherapy authorization form) will delineate exactly what information can be shared and with whom.
Purpose of Disclosure: The form should state why the information is being disclosed. It could identify verbal communication with another healthcare professional, request for a psychological evaluation, send a Letter of Progress to an attorney, etc.
Right to Revoke: It’s important to inform clients that they have the right to revoke their consent at any time. This section should be clearly outlined in the HIPAA privacy form template as well as the Release of Information (ROI).
Expiration Date: A standard ROI form will include an expiration date or event that indicates when the consent will no longer be valid. For instance, the authorization might be valid until the end of treatment or for a specific period, such as one year.
Signature & Date: Although the HIPAA Privacy Notice doesn’t require a signature the ROI form must include the client’s or guardian’s signature and the date of signing. Without this, you are unable to request or share client information.
By understanding the importance of HIPAA compliance and having access to the right tools, you can confidently manage the administrative aspects of your therapy practice, allowing you to focus on what matters most—helping your clients.
What Are the Best FREE HIPAA Forms for Therapists in Private Practice?
Navigating the complexities of HIPAA compliance can be daunting, especially for therapists in private practice. To make this process easier, we offer free printable HIPAA forms that are specifically designed for counselors. These HIPAA forms can also be used digitally as well. They are tailored to meet the needs of counselors in private practice, ensuring you have the right legal and ethical documentation in place to protect your clients and your business.
Whether you need a HIPAA privacy form template or a HIPAA psychotherapy authorization form (Release of Information) you can find our HIPAA forms online. Our HIPAA form templates from The Private Practice Startup are easy to customize, download, and print providing a hassle-free solution for your practice. They can also be used digitally or uploaded to your EHR.
Don’t let the fear of non-compliance hold you back. Download your FREE HIPAA Privacy Notice Form for therapists in private practice today and gain peace of mind knowing you’re covered. Need the Release of Information as well? You can purchase that by clicking here.
What Additional Forms Are Needed for a Counseling Private Practice?
In addition to HIPAA forms, running a successful counseling private practice requires a variety of other essential documents. These forms help streamline your practice, ensuring everything from client intake to ongoing therapy is handled professionally and legally.
Our Peak Package of attorney-approved paperwork offers a comprehensive suite of forms needed for counseling private practice, here are just a few of the 20+ forms included in the package:
Client Intake Form: Gather all necessary information about new clients, including personal details, emergency contacts, and medical history.
Informed Consent Form: Ensure clients understand the nature of therapy, the therapeutic relationship, expectations of the therapy process, and their rights within that context.
Treatment Plan Template: Document your therapeutic goals, strategies, and progress notes in a structured manner.
Telehealth Consent Form: Secure your practice for remote sessions with clear guidelines on how teletherapy will be conducted and the technology used.
Superbill Template: Simplify the insurance reimbursement process with a detailed template that includes all required information.
Biopsychosocial Form: This package includes 3 different types of biopsychosocial, one for adults, children, and couples.
Progress Note Forms: This form is to document each session you have with your clients.
And More!
As private practice therapists ourselves, we know that investing in the paperwork that meets the legal and ethical requirements of our profession is essential for the success and security of your counseling private practice.
Explore our Peak Package for Private Practice and ensure your practice is equipped with all the necessary attorney-approved forms.
Ready to Ensure HIPAA Compliance in Your Private Practice with Essential Forms?
Looking for a HIPAA-compliant solution tailored for therapists? The Private Practice Startup provides an attorney-approved HIPAA Privacy Notice Template and a comprehensive private practice paperwork bundle designed to meet your practice’s needs. Follow these three simple steps to get started:
Ask Any Questions – Contact us at Kate@ThePrivatePracticeStartup.com if you need further clarification on HIPAA forms or compliance requirements.
Grab Your Free Template or Bundle – Download the FREE attorney-approved HIPAA Privacy Notice Template, or upgrade to the full private practice paperwork bundle, which includes both the Privacy Notice and the Release of Information (ROI) form.
Start Using It Today – Fill in your practice details and start protecting your clients' privacy with legally compliant, HIPAA-approved forms designed specifically for therapists.
Additional Services Available at The Private Practice Startup
At The Private Practice Startup, we’re committed to empowering your practice’s success. Beyond our comprehensive private practice paperwork packages specifically designed for mental health practitioners, we also offer supervision forms tailored to meet your individual needs. Looking to grow your client base? Our in-depth Private Practice Marketing E-Course will walk you through the process step by step. Additionally, personalized coaching sessions with Kim Grocher, PhD, LCSW, are available to provide focused guidance for your professional development. Don’t forget to check out our Private Practice Startup Podcast, featuring valuable insights from leading experts, successful therapists, and entrepreneurs. No matter where you’re practicing—from Texas to New York or anywhere in between—we’re here to support your journey toward success.