Because therapists who have taken my workshops have been asking, I put together a set of 14 ADMIN FORMS that are completely customizable.
You’ll receive the following 14 Admin Forms, completely customizable to your practice needs:
- Intake Form
If you offer a screening call to potential clients, using this form covers all the bases. It includes reason client is seeking services, basic insurance information, a way to document a *fee adjustment if you offer one for private pay clients, and more. (*Documenting the rationale for a fee adjustment, formerly known as a “sliding scale,” is a legal issues. Please don’t forget to do it.)
Every client must be given the Health Insurance Portability and Accountability Act to read.
- *Acknowledgment of HIPAA
Every client must sign the HIPAA to show they read it.
- *Insurance Information and Authorization
Information needed for insurance formatted to maximize the chances of being able to read it after the client fills it out.
- Receipt for Services (Superbill)
- *Client Rights and Responsibilities
A mandatory form outlining what the therapist provides, the responsibilities of the client, their rights to fair treatment and the process of filing a complaint (and much more). Customize it to fit your practice needs.
- *Social Media Policy
With widespread access to personal information, a social media policy is crucial. Not only may you not want your client to find out information about you, the client may not want you to find out information about them that they have not personally told you.
- *Office Policies (Consent to Treat)
If a problem arises and the solution or process or handling it is not in your office policy, you can’t enforce it. This includes a cancellation and inclement weather policy.
- *Release of Information
Clients must complete this so you can communicate with their medical providers or others involved in their treatment.
- *Credit Card Authorization Form
Enough said, other than it’s formatted to maximize the chances of being able to read it after the client fills it out.
- Case Closure, General
This letter includes reason for termination, a brief review of treatment, and referrals for continued treatment if necessary. Prove you communicated with your client that services were terminated, provide written closure and cover yourself legally.
- Case Closure Letter for No-shows
This letter includes a reminder of your no-show policy that the client signed at the beginning of treatment, an opportunity to have a final session, a date for termination if you do not hear from the client, a brief review of treatment goals, and referrals for treatment should the client need services in the future. Proving you communicated with your client that services were terminated and cover yourself legally should anything happen to the client.
- *Prescriber & PC Communication Letter.
Communicating with the PCP and Prescriber for continuity of care is important and necessary. This letter is a combination of check boxes and narratives that cue you to give the provider the information they need to be effective and for you to ask questions of the provider. Keep a copy in the client file to document that you have been in communication.
- *Business Associate Agreement
If you have a 3rd party vendor (like someone who does your billing, cleans your office, or fixes a computer, etc. and has access to client information), you must have a Business Associates’ Agreement that reinforces HIPAA.