Telehealth Information and Consent
Use this email template to send your telehealth consent form and give clients instructions for joining their virtual session.
Email Template Preview
When you compose an email, you can start with a template, like this one:
[Subject line]: Your upcoming telehealth appointment
Hi [Client’s Name],
We are pleased to confirm your upcoming telehealth therapy session with [Therapist's Name] on [date] at [time].
We require consent before your telehealth appointment begins. Please complete the attached Telehealth Consent Form and email it to us before the session.
Please review the following instructions on attending your telehealth appointment to ensure a smooth session.
- Check your equipment:
- Ensure you have a stable internet connection.
- Use a device with a camera and microphone (computer, tablet, or smartphone).
- Test your device's camera and microphone to ensure they are working correctly.
- Find a private and quiet space:
- Choose a comfortable, private location where you can speak freely without interruptions.
- Minimize background noise and distractions to maintain focus during the session.
- Accessing the session:
- You will receive a separate email with a link to join the telehealth session via [Platform Name, e.g., Zoom, Google Meet, Doxy.me]
- Click on the link a few minutes before your scheduled time to ensure everything is set up correctly.
- If prompted, allow the platform to access your camera and microphone.
- Wait in the virtual waiting room until [Therapist's Name] admits you to the session.
In case of technical difficulties, please have a phone nearby. If the session cannot proceed online, [Therapist's Name] will call you at the phone number we have registered for you.
If you’re new to telehealth and have questions before your appointment, please contact us at [phone number]. We’re always happy to help.
Looking forward to seeing you soon!
Sincerely,
[Name]
[Title]
[Address]
[Phone]
[Website]
[Attachment: Telehealth Consent Form]
Quick facts about this email
Who it's for:
- Therapists
- Counselors
- Psychologists
- Psychiatrists
- Behavioral health practices
Why use it:
- Easily share your telehealth consent form before a client’s first virtual session
- Give clear instructions for accessing the session link or platform
- Reduce confusion by outlining what to expect ahead of time
- Eliminate paperwork with a secure digital experience
- Save time by sending a prewritten, reusable email
When to use it:
- Before a client’s first telehealth session
- When switching in-person clients to remote sessions
Pairs well with:
You don't have to rethink it each time.
You've already decided how to approach a sensitive topic, like reminders about an unpaid invoice.
You're saving time because you don't have to type everything all over.
You don't have to copy-paste from an old email and worry about accidentally including another client's personal details.
You don't have to save your templates separately in Google Docs or Word.
