HIPAA Compliance in a Digital World: What Therapists Need to Know

Running a therapy private practice today means wearing many hats—clinician, business owner, tech troubleshooter, and (whether you like it or not) data security manager. With so much of our work moving online, HIPAA compliance has become more important—and more confusing—than ever.

If you’ve found yourself googling “Is Zoom HIPAA-compliant?” or “Can I email my client intake forms?” you’re not alone. This blog post will walk you through the essentials of HIPAA compliance for therapists in 2025, so you can stay legal, ethical, and confidently digital.

What Is HIPAA and Why Does It Matter for Therapists?

HIPAA (the Health Insurance Portability and Accountability Act) is a federal law that protects sensitive patient information, aka Protected Health Information (PHI). As a therapist in private practice, you are considered a covered entity, which means you are legally responsible for protecting PHI in every aspect of your practice—from intake forms to progress notes to how you store emails and texts.

The Digital Shift: Why HIPAA Matters More Than Ever

Gone are the days when all your records lived in a locked filing cabinet. Now, everything from scheduling to sessions to billing often happens online. That means more convenience—but also more responsibility.

Here’s what’s changed:

• Telehealth is the norm, not the exception.

• Emails and text messages are common forms of communication.

• Cloud-based EHR systems have replaced paper charts.

• Online forms and payment systems handle sensitive client data.

So how do you make sure your practice stays compliant in this digital landscape? Let’s break it down.

5 Key Areas of HIPAA Compliance for Digital Private Practice

1. Use HIPAA-Compliant Telehealth Platforms

Not all video platforms are created equal. Zoom, for example, can be HIPAA-compliant—but only the healthcare version, with a signed Business Associate Agreement (BAA). Platforms like Sessions Health, Doxy.me (paid version), and Simple Practice are built with therapists in mind and come with BAAs included.

2. Secure Your Email and Messaging

Regular Gmail and texting = not HIPAA-compliant. To email clients safely, you need an encrypted email provider (like Hushmail, Paubox, or Google Workspace with encryption and a BAA). For texting, use secure apps like RingRX or platforms that include secure messaging as part of their EHR.

3. Use HIPAA-Compliant Practice Management Software

Think client records, billing, scheduling, and progress notes. Platforms like SimplePractice, TherapyNotes, and Sessions Health not only streamline your workflow but also help you stay compliant—especially when they include a signed BAA.

4. Online Forms and Payment Processing

Make sure your intake forms, consent forms, and credit card processing tools are all HIPAA-compliant. That means using services that encrypt data and offer a BAA. Tools like Jotform (with the HIPAA plan) and Square for Healthcare are therapist-friendly options if you’re not using an integrated EHR.

5. Create (and Follow) a HIPAA Policy

Even if you’re a solo practitioner, you should have written policies for handling PHI. This includes how you store records, manage passwords, and handle client communication. Don’t forget to train yourself (yes, really!) on best practices and document that training.

Bonus: Common HIPAA Pitfalls to Avoid

• Sending unencrypted emails with PHI

• Forgetting to log out of client portals on shared devices

• Not having a BAA with your telehealth or email provider

• Using personal devices without proper security settings

Feeling Overwhelmed? You're Not Alone.

HIPAA compliance isn't exactly thrilling reading—but it's essential for protecting your clients and your license. The good news? You don’t have to figure it out all on your own.

If you're unsure where to start, I offer one-on-one consultations to help therapists get clear on HIPAA compliance, digital tools, and building a strong, ethical private practice. Click here to schedule your consultation.

Whether you’re launching your practice or updating your systems, we’ll make sure you’re set up for success in today’s digital world—with confidence and peace of mind.

TL;DR (Too Long, Didn’t Read):

• HIPAA compliance is critical for digital therapy practices.

• Use HIPAA-compliant platforms for telehealth, email, forms, and payments.

• Get a BAA for every tool that touches PHI.

• Stay educated and document your practices.

• Schedule a consultation if you need help getting started.

Related Article: Using AI in Your Therapy Private Practice: Embracing the Future with Confidence