Most of what a counselor holds is not a chart in the usual sense. It is what someone said in confidence on a bad week. That makes the computer, the note file and the video session unusually sensitive, and it makes IT support for counseling practices about privacy first and convenience second.
Zippie IT, a veteran-owned company in Meridian, Idaho, supports counselors, therapists, social workers and group practices across the Treasure Valley.
IT support for counseling practices in a shared suite
A large share of counseling practices are a solo clinician in a shared suite, or three independent therapists splitting an office. Nobody is the IT department. The internet may belong to the landlord, the printer to whoever bought it and the Wi-Fi password to everyone who ever visited. We set up a private network for your practice inside a shared building, so your notes and your video sessions never share a connection with another tenant or a waiting room.
Notes, billing and the cloud
Whether your session notes live in an electronic health record, a practice management tool or a folder on your laptop, they need three things: sign-in that is hard to steal, a copy that survives a failed computer and a way to wipe a lost one. We set those up with a few clear rules you can follow without becoming technical.
Telehealth that stays private
Video sessions raise their own questions. Which tool is it? Does the vendor sign a business associate agreement? Is the client’s end of the call as private as yours? We help you choose a platform, set it up with sensible privacy settings and write down simple guidance for the room you use, such as a closed door, headphones and no recording unless you plan it.
Substance use and other special records
Some records carry extra rules. Substance use disorder treatment records, for example, may fall under federal confidentiality rules in addition to HIPAA. We do not interpret the rules for you, and your own counsel or licensing board can tell you what applies. We help make sure the technology can support whatever you decide, with access limited to the people who need it.
A practical HIPAA floor
Under HIPAA’s Security Rule a practice should protect electronic records, keep its risk analysis in writing and know which vendors handle client information. We offer a HIPAA security risk assessment scaled for a small practice, and we help fix what it finds. If the rules require a business associate agreement, we will sign one. We leave legal advice and certification to others. Prescribers can also see our page on psychiatry offices.
Insurance and the unwelcome email
Malpractice and cyber insurers increasingly ask whether you use multi-factor authentication and backups. Phishing emails that pose as a client, a licensing board or a billing company are also common. We help you answer insurance questions truthfully and spot the messages that should never be clicked.
Get started
For IT support for counseling practices that respects confidentiality, start with a free network and security review. We look at your network, your devices and how you run telehealth, then send a written report. Questions first? Contact us or call (208) 810-1795. Please do not send client information in any message.
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Frequently asked questions
What does IT support for counseling practices include?
Help with computers and devices, a private network in a shared office, protected sign-ins, backups, a telehealth setup that respects privacy and HIPAA guidance.
I share a suite with other therapists. Does that matter?
It can, if the network and printer are shared. We give your practice its own network so notes and sessions stay separate from other tenants.
How do I know my video tool is suitable?
Some offer a business associate agreement and some do not. We help you choose one that does and set its privacy options.
As a solo practitioner, do I need a risk assessment?
HIPAA expects covered providers to look at the risks to electronic client information, whatever their size. We keep it short and practical.
What if my laptop is stolen?
With encryption and a remote wipe prepared in advance, a stolen laptop is a replacement, not a breach.
We are a group practice. Can you manage everyone?
Yes. Each clinician gets an individual account, and we handle access when people join or leave.