Guide to running the perfect online counseling session

The growth in online counseling over the past two years has been astonishing. Ensure you and your clients benefit from this practice by implementing the best tools and processes.

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Guide to running the perfect online counseling session
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Online counseling: A growing wave

Online counseling: A growing wave

With the global pandemic, and extensively rising living costs, online therapy has rapidly skyrocketed in popularity. With online counseling, it’s never been easier to connect with clients from the comfort of your own home, and at any place and time. It’s a whole new level of flexibility that allows you to be your own boss, and deliver the same services without sacrificing on quality. Considering that online counseling can lower costs, and increase both customer satisfaction and clinical outcomes, it’s no surprise that healthcare practitioners are quickly becoming on board with the idea. We understand that it can feel overwhelming when evaluating whether or not to use telehealth services, however, with this guide you will hopefully become more acquainted with online counseling services and their benefits. Online counseling does not need to be complicated, and with the right resources, you can successfully implement its services and prioritize client health.

Benefits of having counseling sessions online

Online therapy sessions have obvious benefits that can greatly elevate the quality of your practice, with this telehealth counseling guide including the following.

Accessibility

Online counseling sessions increase accessibility for those living in rural or isolated communities and eliminate the need for transport. They’re a highly convenient option, which makes them a popular choice for counselors to broaden their client base. 

Affordability

Because the sessions are virtual, counselors don’t need to pay for overhead costs, such as office rent. As a result, the costs of overall sessions can be significantly reduced, which makes them a great cost-efficient option for clients. 

Convenience

As mentioned, using online counseling sessions can significantly cut down on time and money costs, which makes them convenient for most clients. 

Anonymity

Depending on the service, many counseling sessions offer the option for clients to remain anonymous if they wish to. This choice may see clients filtering less information, and maintaining a higher level of honesty during their appointment, which can work towards greater treatment outcomes and plans

Communication flow

For online counseling in written forms, such as messaging services, both parties have more time to respond with their answers, which can lead to better wording and transmission of information.

Benefits of having counseling sessions online
A therapist’s essential guide to online counseling

A therapist’s essential guide to online counseling

Sometimes hearing information from a therapist’s point of view can help put things into perspective, and so the following pointers have been collected from the expertise of a licensed mental health professional. Implementing these ideas can help you work towards a level of online counseling that consistently maximizes your resources and efficiency, as well as prioritizes your client's health. 

Make sure that you are sitting somewhere comfortable and undisturbed

It’s always important to be comfortable in your surroundings, as this will translate to the clients that you see. Ideally, it is always recommended to stick with your therapy room, which presumably, is a light and inviting space. However, we acknowledge that this isn’t always possible, and that if you need to seek an alternative, it should also emphasize a warm and intimate atmosphere. Appearances do matter for online sessions, just as much as in-person. 

Be transparent to create a sense of safety and security

Make sure that you are always honest with your clients, as the camera may not capture everything that you’re doing. For instance, if you start a session, it’s best to show the client the room to reassure them that the meeting is confidential and that no one else is in there. Additionally, if you take physical notes, tell your client that you are doing so. Building trust is key within professional relationships, and being transparent is one of the best ways to do so. 

Allow ample time for unforeseen technical difficulties

Naturally, when working with technology, you may encounter some technical difficulties. Technology can be a finicky system, and it isn’t infallible 100% of the time. For instance, your platform may not be compatible with the browser you typically use, or some updates may need to be installed in order to function. Regardless, make sure you set up a time to check that all the technology is working to avoid wasting time in your sessions. 

Use a platform that is secure and compliant

One of the most important aspects of setting up an online counseling session, is ensuring that you are HIPAA compliant. This means that you have the appropriate security measures and systems in place that significantly reduce the risk of information being hacked or leaked. Only authorized users should have access to relevant information, and virus safeguards should be in place to constantly protect client data. Failure to do so could result in significant legal repercussions, which affect your billing processes.

Make sure you are not disturbed at all times 

Your client deserves your full attention, especially when it comes to the discussion of sensitive issues. As a result, you need to make sure that you are on do not disturb mode, and that you aren’t easily distracted by your environment.

The formats of online counseling

When it comes to online counseling services, there are various formats you could consider implementing, with each having its own respective benefits. 

Telephone

Through audio, you can communicate with your clients, and simply have a chat over the phone. This can be a highly convenient option for synchronous contact. 

Email

Because you can type information, you can spend time thinking of responses that you truly want to say, and sustain conversations and contact over a long period of time. 

Chat-based

Written messages provide a great way to immediately contact clients, with a chat history record of all points of communication. It’s highly convenient and allows you to connect instantaneously. 

Video-based

Video-based methods are an excellent way to see your clients without having to maintain physical distance. You can immediately connect without having to wait for responses, and it allows you to chat how you would normally. 

Social-network

Information could also be exchanged through social network platforms, which make for a highly convenient option when considering that most clients utilize social media in one way or another. 

Cloud computing or virtual

With virtual or cloud computing, all communication records can be stored online at minimal cost, and with highly secure safeguarding systems.

The formats of online counseling
Ethical online counseling: HIPAA and the BAA

Ethical online counseling: HIPAA and the BAA

As briefly touched on, when it comes to online counseling sessions, you must ensure that you’re HIPAA compliant and consistently protecting client data and information. You must implement the right safety protocols that prioritize client health, and contain the right antivirus software to prevent data leaks and hacks that can severely impact your counseling services. Failure to comply with HIPAA protocol can result in high legal costs, which can damage your reputation, liability, and accountability. Especially considering reviews from your counseling patients, you must ensure that you are in an appropriate business agreement (BAA) that fulfills international standards and regulations. Upholding ethics is an absolute must when it comes to online counseling sessions, and you must make every effort to ensure your protocol is up-to-scratch. Clients need to be assured that their data is protected, and at minimal risk of leakage to external parties.

Take home message

Online counseling sessions have a lot involved in their operations, and it takes a considerable amount of research to effectively implement them within your services. However, with the help of this guide, you’re sure to be on your way to increasing customer satisfaction, lowering costs, and elevating the quality of your counseling practice overall. Providing clients with the convenient option of communicating from any time and place will provide immeasurable value to your practice, and enable you to broaden your clientele and expertise when it comes to healthcare delivery. 

Further reading:

Take home message

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Tips to notifying your clients about pricing updates in counseling practice
Tips to notifying your clients about pricing updates in counseling practice
When it comes to finances, it can be a bit tricky to discuss all the ins and outs with your clients. Especially when your main goal is to assess and treat their mental health, sometimes it can feel disingenuous or trivial when the time comes to sort out payments in treatment plans. In the case where counseling prices fluctuate, the financial aspect can be even more complicated.
Using social media to grow your counseling practice
Using social media to grow your counseling practice
It should be of no surprise to you that the majority of people in today’s digital world engage with at least one type of social media. As a counselor, it might seem counterintuitive to encourage this type of usage, but in reality, social media can have numerous positive effects on your business.
Ways to get reviews from your counseling patients
Ways to get reviews from your counseling patients
The most common way that a potential patient finds a counseling practice is by searching local businesses online. When they find a suitable option, they will most likely look at reviews given by previous clients. As such, it is absolutely imperative that you are encouraging your patients to leave positive yet honest reviews about their experience at your business.