The Essential Documents You Need to Start Your Private Practice
Starting a private practice is a dream for so many therapists, but let’s be real—getting your paperwork together is the part no one looks forward to. (Trust me, I’ve been there!) When I started my practice, I thought all I needed was a cozy office and a good coffee maker. Turns out, I also needed a stack of forms to keep my practice running smoothly and legally.
But here’s the good news: It doesn’t have to be overwhelming. In this post, I’ll break down the essential documents you need to get your practice up and running—including a helpful checklist and private practice tools for therapists—and I’ll even show you how to make it easier with my Essential Paperwork Packet. Let’s dive in!
1. Notice of Privacy Practices (NPP)
The Notice of Privacy Practices (or NPP) is a document required by HIPAA that explains how you’ll handle and protect your clients’ health and medical records. It also lays out their rights when it comes to privacy, which is essential for any therapy or healthcare setting.
Why It Matters:
It’s not just about compliance—it’s about building trust. Clients need to know that their sensitive information is in safe hands, especially in mental health and medical practice environments.
Pro Tip: My Essential Paperwork Packet includes a customizable NPP template, making it easier for anyone starting a private practice to meet requirements without reinventing the wheel.
2. Informed Consent Form
The Informed Consent Form is like your practice’s contract. It explains what clients can expect from therapy, how confidentiality works (and when it doesn’t), and all the policies that keep your practice running smoothly, ensuring compliance with HIPAA and mental health guidelines.
Why It Matters:
Setting clear expectations upfront saves so many headaches later—for you and your clients. It’s a vital part of starting a private practice, building a private practice, and maintaining quality of care and patient safety.
3. Consent for Telehealth
If you offer virtual sessions (and who doesn’t these days?), you’ll need a Consent for Telehealth Form. This explains how teletherapy works, its risks and benefits, and any technology or software-related policies required for telehealth services.
Why It Matters:
It ensures clients understand what they’re signing up for and protects you legally if something goes wrong with the tech—especially important when starting a private practice or offering mental health services remotely in today’s healthcare landscape.
4. Client Intake Questionnaire
The Client Intake Form is where you gather all the basics: contact info, medical history, therapy goals, and anything else you need to know to start working with your client. It’s also an essential part of managing medical records and integrating data into your EHR systems or electronic health record (EHR) software.
Why It Matters:
It helps you hit the ground running with new clients and keeps your records organized—key for anyone starting a private practice or streamlining healthcare workflows.
5. Release of Information Form
This one is for when you need to collaborate with other providers, like a client’s psychiatrist, physicians, or school counselor. The Release of Information Form gives you permission to share specific client information like medical records or mental health information.
Why It Matters:
It’s legally required, and it keeps everything above board when you’re working as part of a treatment team.
6. Responsibility to Pay for Sessions Agreement
Money can be a tricky topic in therapy, which is why I recommend having a Responsibility to Pay Agreement. This outlines your fees, payment policies, and what happens if a client misses a session—helping you manage expenses, profits and losses, and maintain financial compliance within your medical practice.
Why It Matters:
It keeps everything crystal clear, supports medical billing processes, and avoids awkward money conversations later
7. Credit Card Authorization Form
The Credit Card Authorization Form lets you securely store your clients’ payment info. This way, you can charge for sessions, late cancellations, or no-shows without chasing people down.
Why It Matters:
It simplifies billing and ensures you get paid for your time—an essential step when starting a private practice or improving healthcare operations.
8. Superbill
For private-pay clients, a Superbill is a detailed receipt they can submit to their insurance for reimbursement. It includes session dates, fees, and your credentials—making it an important tool in medical billing and healthcare documentation.
Why It Matters:
It’s a small thing that makes a huge difference for clients who use out-of-network benefits, and it supports smooth practice management.
9. Good Faith Estimate (GFE)
The Good Faith Estimate is required by law (thanks, No Surprises Act!) and gives self-pay clients a breakdown of what therapy will cost.
Why It Matters:
It promotes transparency, supports patient safety, and keeps you in compliance with federal healthcare regulations—especially important when starting a private practice or managing mental health services.
10. Insurance Opt-Out Form
If you’re a private-pay practice, you might want clients to sign an Insurance Opt-Out Form, which confirms they understand you’re not billing their insurance. This form is important for compliance with HIPAA and ensures clear communication about your medical billing policies.
Why It Matters:
It clarifies expectations and avoids billing misunderstandings. This helps with maintaining patient safety and smooth financial operations in your medical practice.
11. Termination Summary
When therapy ends, a Termination Summary helps wrap everything up by documenting the work you’ve done together and any recommendations for next steps, ensuring proper medical records are kept and supporting patient safety.
Why It Matters:
It provides closure for the client and a professional record for you, making it an important part of your practice management software and overall healthcare documentation.
How to Make Paperwork Easy
If this list feels overwhelming, I’ve got your back. My Essential Paperwork Packet includes all these forms—customizable and ready to use. Whether you’re starting starting a private practice from scratch or just need to update your forms, this packet will save you hours (and maybe a few headaches).
Plus, if you’re using an EHR like Simple Practice, many of these forms can be stored and shared digitally, making the whole process seamless.
Final Thoughts
Paperwork might not be the most glamorous part of running a private practice, but it’s one of the most important. Having the right documents in place protects your clients, your business, and you.
If you’re just getting started, don’t stress—you don’t have to figure it all out on your own. Grab my Essential Paperwork Packet, and you’ll be ready to focus on what you do best: helping your clients.
Got a question about paperwork or a form I didn’t mention? Let me know in the comments, and I’ll be happy to help!
