Therapy intake that respects the work: HIPAA-clean, sliding-scale-ready, telehealth-aware

Every piece, set up in your own account.

The questions I get before we talk.

• Why do I need a therapy-specific kit instead of the general patient intake?

  Therapy intake branches differently. You need sliding-scale fee disclosure for cash-pay clients, insurance verification for billed sessions, presenting-concern branching that determines what history to collect, and PHQ-9/GAD-7 baseline screening that the general patient-intake kit does not include. The therapy kit also pairs intake with a separate dated consent form, which is what licensing boards expect to see for mental-health records.

• Does this work with SimplePractice, TherapyNotes, or my EHR?

  Yes. SimplePractice and TherapyNotes do not have deep inbound APIs for intake, so the kit exports a structured CSV that imports cleanly into either, typically run as a weekly batch. For DrChrono, Athena, or other EHRs with proper APIs, the Done-For-You tier wires a real-time webhook + API call. Most 5-10 therapist practices find weekly CSV import is enough; high-volume practices step up to API.

• Is this HIPAA-compliant for mental-health records?

  This kit meets HIPAA requirements when you deploy it on a Jotform HIPAA plan with a signed BAA. It also addresses the extra retention rules most states apply to mental-health records (typically 7 years for adults, often longer for minors). The kit includes the configuration to set retention at the account level. The Pro tier includes a BAA chain audit so every downstream tool (your EHR, scheduling, storage) is also under a signed BAA.

• How do you handle PHI in notification emails?

  PHI never appears in email bodies. Both the front-desk and therapist notifications say only 'new submission for [therapist name]: click to view'. The recipient authenticates into Jotform to see the actual content. This is what auditors expect and is one of the most common gaps in setups built without HIPAA judgment. Someone sends the patient name in a Slack channel or in an email subject line and the practice has just breached.

• Can solo therapists use this, or is it only for group practices?

  Solo therapists use it with the therapist-routing branch removed: just one variant. Setup time drops to about 5-7 days for a solo practice. The BAA, consent, telehealth pre-visit, and notification patterns transfer directly. Most solo therapists pick the Pro tier so the EHR export is configured for them.

• What if I do not bill insurance?

  The form skips the insurance verification block entirely. Cash-pay-only practices get a slightly faster setup because there is one fewer integration to audit (no clearinghouse or insurance verification tool). The form discloses sliding-scale fees based on the patient's selection.

• How is this different from hiring a generic Jotform freelancer?

  A generic freelancer will build the form. A Jotform HIPAA expert who has shipped therapy intake before knows that PHI cannot live in notification email bodies, that consent should be its own dated form, that PHQ-9/GAD-7 belongs at intake, that SimplePractice's inbound API is shallow, and that mental-health retention is governed by state law beyond the federal 6-year minimum. The judgment calls are where the time and risk live.

• How do I hire you for a therapy practice setup?

  Want help with this? . Email me. We confirm number of therapists, EHR, telehealth needs, insurance billing, and jurisdictional retention rules, then send a fixed-price proposal within 48 hours. Most small and mid-sized therapy practices ship in about two weeks.

Not sure if this is the right kit?

Free 20-minute call. Tell me what you're trying to do. I'll tell you if a kit fits, or if you need something custom, or if you shouldn't pay me at all.