Office and technology checklist for telepsychological services

Consider patient’s clinical & cognitive status – can the patient effectively participate?

Does the patient have technology resources for a videoconference – e.g. webcam or smartphone?

Consider patient’s comfort in using technology – can they log in and effectively use the technology?

Does the patient have physical space for a private telepsychology session?

Is parent/guardian permission required? If so, obtain it.

Consider patient safety (e.g., suicidality) and health concerns (e.g. viral risk; mobility; immune function), community risk, and psychologist health when deciding to do telesessions instead of in-person.

Is your technology platform consistent with HIPAA-compliant practices?

Do you have a Business Associate Agreement (BAA) for that technology vendor?

Do you and the patient have adequate internet connectivity for videoconferencing?

Did you discuss with the patient how to log in and use the technology?

Are you using a password-protected, secure internet connection, not public or unsecured WiFi? What about your patient? (If not, it increases the risk of being hacked.)

Did you check that your antivirus/antimalware protection is up-to-date to prevent being hacked? What about your patient?

Is the location private? Is it reasonably quiet?

Make sure the room is well lit. Example: A window in front of you might cast a shadow or create low visibility.

To improve eye contact, position your camera so that it’s easy to look at the camera and the patient on screen.

Consider removing personal items or distractions in the background.

Check the picture and audio quality. Can you see and hear each other? Make sure nobody is muted.

As much as possible, both people should maintain good eye contact and speak clearly.

Discuss the potential risks/benefits of telehealth sessions with the patient(s).

Get a signed informed consent from your patient(s) or patient’s legal representative. If the psychologist or patient is quarantined, informed consent must be signed electronically; consider DocHub or DocuSign.

Do you have a back-up plan in case of technical difficulties? In case of a crisis situation? What contact information do you have? Do you know the local resources (e.g. emergency room) where the patient is?

Did you discuss how this session will be billed? Will the patient be billed if late/no-show?

In the case of minors, determine where the adult will be at that location.

Verify the patient’s identity, if needed.

Confirm patient’s location and a phone number where the patient can be reached.

Review importance of privacy at your location and patient’s location.

All individuals present for the virtual visit must be within view of the camera so the psychologist is aware of who is participating.

Confirm that nobody will record the session without permission.

Turn off all apps and notifications on your computer or smartphone. Ask patient to do the same.

Conduct the session mostly like you would an in-person session. Be yourself.

(For information purposes only. Not for use in clinical records.)