In this episode of The Speech Source Podcast, Mary and Kim continue their policies and procedures discussion by highlighting the critical forms every private practice should have—starting with HIPAA and confidentiality forms. They explain the importance of protecting client information under HIPAA law. HIPAA is all about consent—only those directly involved in a child's care, and specifically named by the parent, can have access to information. Mary and Kim share real-world examples, like collaborating with dentists, teachers, and occupational therapists, and stress how easy it is for casual conversations to cross a line without proper signed permissions. To help parents navigate this, they’ve created detailed HIPAA forms with specific checkboxes for all potential team members (like teachers, assistant teachers, specialists, and even yoga instructors) and additional forms to add new providers over time. Protecting confidentiality not only meets legal requirements but builds trust and professionalism within the community.

The conversation then moves to consent for treatment forms, another essential document in private practice. Whether for in-person therapy, teletherapy, or even quick speech screenings, written parental consent is required before any services can be provided. Kim and Mary also mention that many EMR systems, like their favorite, Simple Practice, offer templates that can be customized to fit your practice's specific needs. They encourage listeners to download download their free checklist of essential practice documents and to continue tuning in as they walk through the systems that have helped make their private practice run smoothly and successfully.

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In Part 2 of our Setting Up for Success series, Mary and Kim explore the importance of having a comprehensive and clearly defined photo and video release form in pediatric speech therapy practice. They emphasize that a simple yes/no checkbox on a consent form isn’t enough—parents need clarity about why media might be used and the specific ways their child’s images or videos could be shared. Providing this context not only helps parents make informed decisions, but also protects therapists legally and supports ethical, transparent practice.

Throughout the episode, Kim and Mary break down the many ways media is used in their sessions and businesses, including home programming (so families can carry over strategies at home), teacher trainings, educational course development, and marketing. Instead of asking for blanket permission, they recommend structuring release forms so parents can give selective consent for each type of media use.

Mary shares professional etiquette she follows when filming a child, like first explaining what the video is for and asking the child for permission—then showing them the clip afterward to model respectful media use. They also discuss boundaries with families, such as allowing video to be taken for personal educational use only—not for posting or distributing on social media.

They also acknowledge the positive impact media can have when used correctly—supporting patient progress, reinforcing therapy strategies, and helping families feel involved. However, they balance this with a conversation around privacy, online boundaries, and protecting children from misrepresentation or overexposure. Social media can be a wonderful tool, but it comes with risks, and thoughtful planning ensures everyone stays safe and informed.

This episode underscores how strong policies and clear communication can set your private practice up for success. Don't forget to download their free checklist of essential practice documents for anyone setting up or refining their private practice.

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Also, if you haven't done so already, follow our podcast! You will be the first to know when new episodes release. We would also love for you to leave a review and rate our show. The Speech Source appreciates your feedback and support! Follow here!

Follow Kim and Mary on IG here! - https://www.instagram.com/thespeechsource/
For more information on speech, language, feeding and play - visit The Speech Source Website - https://www.thespeechsource.com/

In this episode of The Speech Source Podcast, Mary and Kim talk about why having strong attendance and cancellation policies is key to running a successful private speech therapy practice. These policies aren't just paperwork, they help support your mission, set clear expectations, and ensure clients make steady progress. They also bring consistency and professionalism, especially when working with multiple families or team members.

Mary and Kim share how using systems like Simple Practice allows them to customize policies, send reminders, and make sure families truly understand what they’re signing. They recommend encouraging families to review their schedules in advance and proactively cancel known conflicts. This helps keep communication open and your calendar manageable.

Enforcing policies isn’t always easy, but approaching situations with empathy and clear boundaries makes a big difference. Whether it's adjusting session frequency or offering referrals, having clear policies helps guide those decisions. The episode wraps with a reminder to download their free checklist of essential practice documents for anyone setting up or refining their private practice.

Simple Practice affiliate link and discount code!

Also, if you haven't done so already, follow our podcast! You will be the first to know when new episodes release. We would also love for you to leave a review and rate our show. The Speech Source appreciates your feedback and support! Follow here!

Follow Kim and Mary on IG here! - https://www.instagram.com/thespeechsource/
For more information on speech, language, feeding and play - visit The Speech Source Website - https://www.thespeechsource.com/