What Paperwork Do You Need to Start a Private Practice?
Starting your own private practice is exciting—but let’s be honest, the paperwork can feel overwhelming. You’ve got the clinical skills, the drive, and the dream… but where do you even begin with the forms?
As a private practice consultant for therapists, I get this question all the time: “What paperwork do I actually need to get started?” The good news - you don’t have to reinvent the wheel. In this post, I’ll walk you through the essential forms and documents you need to launch your practice legally, ethically, and confidently.
Why Private Practice Paperwork Matters
Paperwork isn’t just a formality. It’s what protects your clients, your license, and your business. Having clear, legally sound documents sets the tone for a professional relationship and helps you avoid sticky situations down the road.
When done right, your forms support client understanding, transparency, and trust. And when done wrong—or left out entirely—they can lead to confusion, liability, or ethical missteps.
Essential Private Practice Forms for Therapists
Here’s a checklist of the foundational paperwork every therapist should have when starting a private practice:
1. Informed Consent for Treatment
Your informed consent form should outline the nature of therapy, your role as the provider, client rights, confidentiality limits, and any policies they need to know upfront.
Consultant tip: This document is the backbone of your practice. Don’t rush it. It’s also one of the first documents I help therapists refine in my consultation services.
2. Telehealth Consent
If you provide virtual sessions, a separate telehealth consent form is a must. It should include how sessions are conducted, privacy considerations, technology risks, and emergency procedures.
Consultant tip: Many states have specific telehealth laws—make sure your form aligns with your licensing board.
3. Release of Information (ROI)
This form allows clients to give you permission to communicate with others (e.g., physicians, schools, or family members). It’s HIPAA-required and protects everyone involved.
Make sure to include:
Who the information is being shared with
What information will be shared
The purpose of the disclosure
How long the ROI is valid
4. Credit Card Authorization Form
If you store client payment info or charge late/no-show fees, a signed credit card authorization form is essential. It keeps you compliant with ethical and financial best practices—and protects you if you ever need to enforce your policy.
5. Cancellation and No-Show Policy
Technically, this can be built into your informed consent, but it’s so important that I’m listing it separately. Be crystal clear about:
How much notice is required
What fees may be charged
How clients can cancel
Clarity reduces friction and sets healthy boundaries from the start.
Consultant tip: Be sure to verbally review these policies with the client in the first session. You might also include them in automated reminders.
6. Practice Policies Form (Optional, but Helpful)
Some therapists like to separate out certain policies—like social media use, session frequency, or communication preferences—into a standalone document.
This makes it easier to update policies without rewriting your full informed consent every time.
7. Good Faith Estimate (If You're Out-of-Network or Private Pay)
Under the No Surprises Act, therapists must provide a Good Faith Estimate to uninsured or self-pay clients. This includes anticipated costs for services over the course of a year.
Yes, you need this—even if you’re not paneled with insurance.
8. Insurance Opt-Out Form (For Medicare Providers)
If you’re not billing Medicare, you may need to officially opt out. The rules here are nuanced, so always check with a consultant or attorney—but the opt-out paperwork is part of the package if applicable. Additionally, if a client is choosing not to use their commercial benefits, an op-out agreement helps to protect you from hassle and loss of money in case they change their mind later on.
Do I Have to Create These Forms From Scratch?
Absolutely not! This is where I come in.
As part of my consultation services for private practice therapists, I offer paperwork templates that include everything you need to get started—without spending hours Googling or worrying if you're missing something.
What I can offer:
✅ Informed consent
✅ Telehealth-specific consent
✅ ROI and card authorization forms
✅ Good Faith Estimate templates
✅ Guidance on tailoring everything to your niche and state requirements
Whether you’re brand new to private practice or just need to clean up your paperwork, I’ll help you feel confident that you’re covered.
Final Thoughts: Set Yourself Up for Success
Private practice paperwork might not be the most exciting part of launching your business—but it’s one of the most important. Having the right forms in place allows you to focus on what you do best: showing up for your clients and building a practice you love.
If you’re feeling stuck or unsure, don’t stress. I’m here to help.
Ready to get your private practice paperwork in order? Book a consultation today and let’s get you set up with the forms you need to launch confidently.
Related Articles: The Biggest Mistakes Therapists Make When Starting a Private Practice (and How to Avoid Them!)
