Virtual Session Instructions

Telehealth Appointments via SimplePractice

We provide secure, HIPAA-compliant virtual sessions through the SimplePractice platform. Please carefully review the instructions below to ensure your session runs smoothly and meets clinical and insurance standards.

Before Your First Virtual Session

Check Your Email or Text Messages for the Video Link

  • A day before each session, you’ll receive an email from SimplePractice titled “Telehealth Appointment Confirmation.”

  • This email includes your secure, private video link for the session.

  • You will also receive a text message 10 minutes before the start time if you have enabled notifications.

  • You may also access this link through the SimplePractice mobile app, available on iOS and Android.

Tip: Save the link or add the appointment to your calendar so it’s easy to find when it’s time for your session.

Devices & Access Options

You Can Use:

  • Computer (Recommended): Use Google Chrome or Firefox as your preferred browser.

  • Tablet or Smartphone: Use a web browser or the SimplePractice app.

    • iPhone/iPad: Use Safari or the SimplePractice app.

    • Android devices: Use Chrome or the app.

Important: You must use a device with both video and audio. Phone-only (audio-only) sessions are not allowed, as they are not covered by insurance. If you request an audio-only session, you will have to pay out of pocket without using your insurance.

Location & Privacy Requirements

To ensure your privacy, safety, and compliance with clinical guidelines, please follow these location policies:

You must be:

  • In a quiet, private space where you can speak freely.

  • In a stationary location (not in transit or driving).

  • Using headphones or earbuds if others are nearby.

You cannot be:

  • Driving or inside a moving vehicle.

  • In a public setting like a coffee shop, shared office, or outdoor area.

  • In a setting where others can overhear confidential information.

If you're unsure whether your environment is appropriate, please contact our office 48 hours before the session.

If you fail to follow these instructions the sessions will be rescheduled if this occurs and you will be responsible for the cancellation fee.

Joining Your Session

  • Open the email or text link or launch the SimplePractice mobile app.

  • Join your session 5 minutes before the scheduled start time.

  • You’ll enter a virtual waiting room until your provider admits you to the session.

During the Session

  • You’ll see your provider on video and have basic controls (mute/unmute, camera on/off).

    • The camera and audio must remain on at all times.

  • If using the app, ensure all permissions (camera, microphone, internet access) are enabled.

Troubleshooting Tips

  • No video/audio? Refresh your browser, rejoin using the app, or restart your device.

  • Allow permissions: Make sure your browser or app has access to your camera and mic.

  • Need help? Contact our office before or during your appointment.

    • We understand that technology doesn’t always cooperate. If your session is disrupted due to an issue with the SimplePractice platform, you will not be charged a cancellation fee.

      However, if the issue is on your end (such as poor internet connection, device battery dying, or being in an inappropriate setting), our standard cancellation policy will apply.

      If you’re having trouble before your session, please contact us as soon as possible by texting us using the chat bubble in the lower right hand corner.

After Your Session

  • You can access documents, billing info, and messages through the SimplePractice Client Portal or the SimplePractice app.

  • You’ll also receive reminders, surveys, clinical measures, and future session links via email or text.

We're Glad You're Here

We’re so glad you’ve chosen to take this step toward your well-being. Whether you're meeting with us in person or virtually, we're committed to providing you with care that is safe, respectful, and effective.

If you have any questions about your virtual session, setup instructions, or policies, please don’t hesitate to reach out. We're here to help and want your experience to be as smooth and supportive as possible.

We look forward to seeing you soon.