Secure Emails & Forms
SECURE COMMUNICATION SERVICE
Secure emails & forms for therapists
As a healthcare professional, protecting your clients’ private information should be a top priority. An encrypted practice website is a solid start, but any digital communication you have with clients needs to be HIPAA-compliant as well.
Our secure emails and forms service allows you to communicate with clients outside of appointments. Send appointment notes, mental health resources, intake forms, and more through an encrypted email platform.
Current or custom email
Access the portal by signing in with your existing email address or creating a new account with a custom email domain.
Built-in forms
Attach forms and questionnaires to your emails by either using our pre-built templates or creating your own.
Inbox management
Archive conversations, restore or permanently delete emails, and sort conversation history by contact to keep your inbox organized.
Business associate agreement
Get peace of mind knowing we have a business associate agreement to protect client health information in accordance with HIPAA.
E-signatures
Have clients fill out and sign forms digitally to save time before appointments and cut down on manual data entry from paper documents.
Mobile app
Send emails from anywhere by logging into the portal on your computer or downloading the mobile app on your phone.
SECURE COMMUNICATION HIGHLIGHTS
Secure emails and forms improves office efficiency and protects client privacy.
Client satisfaction
Keep clients happier with seamless, protected communication.
Practice management
Store and organize client information in a secure, digital location.
Minimal setup
Get started right away with your existing email address.
24/7 communication
Be available outside of appointments in case of urgent client needs.
What types of form templates does TherapySites’ secure emails & forms service include?
TherapySites’ secure emails and forms service comes with a library of pre-built form templates. There are general templates that apply to all healthcare professionals, such as intake forms, as well as ones specific to mental health professionals, such as PHQ-9 for depression and GAD-7 for anxiety. You can use the templates as-is or tweak them to better fit your needs.
What is the process for sending an email with TherapySites’ secure emails & forms service?
Sending an email with TherapySite’s secure communication service is a simple five-step process:
1. Log into the platform.
2. Draft a new email.
3. Attach a form, if needed.
4. Add the recipient.
5. Hit send.
Your client will get an email with a secure link that prompts them to log into the platform to view what you sent. If they respond, it will show up in the platform’s inbox.
Can I only communicate with clients using TherapySites’ secure emails & forms service?
You can communicate with anyone using TherapySites’ secure emails and forms service. For example, you can reach out to a client’s other healthcare providers to get their medical records or talk to a client’s insurance company to settle payment for an appointment. All of this should be done within the secure platform because you will be handling sensitive client information that’s subject to HIPAA guidelines.
Can I use regular email to communicate with my clients?
You can use regular email to send appointment reminders or request client feedback. For any emails that discuss a client’s diagnosis, treatment, or other personal information, be sure to use an encrypted platform. You can play it safe by sending all emails through this platform.
What is protected health information (PHI)?
Protected health information (PHI) is any health information that can identify an individual, including:
• Diagnoses
• Treatments
• Lab results
• Prescriptions
• Insurance claims
• Payment records
The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that defines PHI and lays out guidelines to keep it private. One of those guidelines is to use encryption to protect PHI when sending and storing it electronically. TherapySites’ communication platform meets this requirement.
RESOURCES
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