brainstorm session on getting your practice running virtually€¦ · o do not use music on a video...
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[email protected](415)6992574
577SoquelAve.SantaCruz,CA95062
BrainstormSessionongettingyourpracticerunningVIRTUALLY.
100%OnlinePractice
Thismonth’scommunitybrainstormfocusedongettingourhypnotherapypractices100%online.Itwasacalltocontributeourinsightsandsuggestions,toshareourpersonalexperience,ortojustlistenandlearnandthenapplyinyourownpractice.Ourintentionistoofferourcolleaguessupportinkeepingtheirpracticesgoingduringthistimeofsocialisolation.
Manypeoplecanuseourservicesrightnow!Herearethesuggestionssharedonhowtogetyourpracticeupandrunningvirtually:1. ElectronicForms:
VirtualIntake,ClientBillofRights,andDisclaimers:
a. Adobesign:It’seasytoconvertdocumentsandgetthemsigned.Youjustneedtocreateapdfofthedocumentyouwantsigned;loadthedocumentontoAcrobatSignLibrary;itwillgiveyouautosuggestionsonwhatitseesneedssigning,dating,etc(t’ssuggestionsarefairlyaccurate);tweakanyboxesandyouaredone.Cost:$119.88/year.AcrobatSigncomplieswithHIPAA*standardsfordatasecurity.
b. PDFFiller:Easytouse.Makes,editsandcreatesformsforsigning.Cost:$96/year.PDFFillercomplieswithHIPAA*standardsfordatasecurity.
2. VirtualSessions
Inallofthesevideooptions,yourclientisnotrequiredtopayanythingtousetheseprogramswithyou.
a. Zoom.us:Freeoptionallowsforone-to-onesessionswithnolimitoftime.ForgroupsessionsandtorecordmeetingonvideooraudioontheZoomcloud(tosharewithyourclients),chooseZoomProis$14.99/month.Cancelanytime.Communicationsareestablishedusing256-bitTLSencryptionandallsharedcontentisencrypted.TheZoomRoomsappissecuredwithAppLockCode.Zoomhasanencryptedoptionthoughitlags.sobesttousetheregularZoom.Zoomissuitableforuseinhealthcare,providedaHIPAA*-coveredentityentersintoabusinessassociateagreementwithZoompriortousingtheplatform.
b. Skype:Free.AllSkype-to-Skypevoice,video,filetransfersandinstantmessagesusesAdvancedEncryptionStandardsandstrong256-bitencryption.Ithasahistoryofdatabreaches,leakedconversationsandlocationrevealing,however.VideocallsdotendtodropoffmoreoftenthanwithFaceTimeandZoom.
c. FaceTime:FreeforiPhoneusers(bothclientandhypnotherapistmustownaniPhone,iPadorMac).AllcommunicationsthroughFaceTimeisprotectedbyendtoendencryption.Accesscontrolsareinplace,viaAppleIDs,toensuretheservicecanonlybeusedbyauthorizedindividuals.Applealsodoesnotstoreany
[email protected](415)6992574
577SoquelAve.SantaCruz,CA95062
informationsentviaFaceTime.FacetimewillnotsignabusinessassociateagreementrequiredbyHIPAA*-coveredentities.*
d. GoogleMeet:$6/monthfortheentireG-Suitepackage.GoogleoffersaHIPAA*compliantoption.
e. GoogleHangouts:Free.Itisnotencryptedend-to-endbutonlyencryptedintransit.
f. Webex:Freeversionincludesdoone-to-onemeetingsaswellasgroupswithouttimelimit(thisjustchanged).Paidversionincludesrecordingandtranscriptsfor$14.99/month.WebexcanbeconfiguredtoprovidethedesiredlevelofsecurityincludingHIPAA*compliance.
Notesandadditionalsuggestionswhenusingvideo:o Whenusingvideo,talktoyourclientbeforedoinghypnosisaboutwhattodoifthecalldrops
off.Also,itwouldbeagoodideatogivethemtools(suchasfloatingabovethesceneorgoingtoasafeplacealreadyestablished)incasetheybecomeuncomfortable.
o Clientsdonotneedtobelookingstraightatthescreenatyouwhenworking.Tominimizedistraction,it’sbesttohavethemlookingatablankwallorclosingtheireyes.Also,ifyouremoveyourvideowhiletheyareinhypnosis,itcanhelpavoidhavingthecallfreeze.Seeingthemisadvisablesothatyoucanpacetheirbreathing,watchtheirfacialexpressionsanddetecthowdeeptheymightbe.
o Somepractitionerspracticeusingonlytelephonecallsandfinditmoreintimate.o Donotusemusiconavideocallastheclientwillnothearthemusicclearly(itfadesinand
out).Addmusicafterwardstotherecording.o Havingyourclientsuseearphonescanhelpwithprivacyasanyeavesdroppercannothear
thefullconversation.Italsocontributestotheintimacyofhearingyouintheirears.NoteregardingHIPAA*:DuringtheCOVID-19pandemic,HIPAA*hasissuedlimitedwaiverstoallowforhealthcareproviderstousevideochatapplicationssuchasAppleFaceTime,FacebookMessengervideochat,GoogleHangoutsVideo,orSkype.Alltheseapplicationsmeettheir128-bitlevelofencryption.Theseapplications,however,wherenotdesignedfortelehealthandwillnotsignabusinessassociateagreementwithanyhealthprovider.Itisimportanttonotethatwe,ashypnotherapists,arenothealthcareprofessionalsandshouldnotmarketourselvesasaHIPAA*compliantbusiness.Thismightbeseenasameanstodeceiveourclient’sintobelievingwearehealthcareproviders.HIPAA*canbeusedasastandardofpracticeonly.Itisyourresponsibilitytouseencryptionandprivacymodesandlimittheriskofothersinterceptingcommunicationorstealingclientfiles(toassureconfidentialitytothebestyoucanasyouwouldwithphysicalfilesinyouroffice).3. Electroniccommunication
Email:
a. EmailPaubox.Its$360year.Useitbecauseitdoesn’trequiremyclientstosignintosomeprogramjusttogetmymessages.PauboxisHIPAA*compliant.
b. Office365E3plansalsooffersmessageencryptionforallemailssentthroughOutlookandalsoeaseofuse.E3plansareHIPAA*compliant.
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577SoquelAve.SantaCruz,CA95062
c. HubSpot:OffersencryptedemailandispartofamarketingandCRMservice(allinone).HubSpotdoesnotmentionHIPAA*butdoesmentionsecurity.
Scheduling:
a. Calendly:Freeversionsendsyourclientsemailreminders.Integrateswithgooglecalendar,officeandiCloud.InJuneitwillalsosyncwithZoom.Calendlyisencryptsalldataatrestandintransit.Whiletheytakesecuritymeasures,theyadvisenottousethisplatformifyoucollectProtectedHealthInformation(PHI).
b. SimplyBookMe:Designedforservice-basedcompanies.Freeupto50bookingsamonth.HIPAA*compliant(ifyouareahealthcareprovider)is$299/year.
4. StoringandSharingFilesElectronically
Sharinghypnosisrecordings:
a. Dropbox:Thereisafreeversionaswellasapaidversionifyourunoutofspace.Allfilesareencryptedbeforebeingstored.AccordingtoDropbox,theyhavethesamestandardsofsecurityasbanksandthemilitary.HypnosisrecordingssavedonDropboxcanbelistenedtofromyourclient’sphonewithoutneedingtobeonline(greatforairplanesandtolisteninbed).
b. HightailExpress:Greatwaytosendlargepileswithoutneedingtoaccessawebsite.Thefreeversionallowsyoutosendupto100MBfile(plentyforaudiorecordings).Thefilesexpirein7days.Dataisencryptedinmotionandatrest.HightailhasmanycustomersusingourEnterpriseandindividualaccountstosecurelydeliverProtectedHealthInformation(PHI)sotheycanbeHIPAA*compliant.
c. GoogleHandouts(seeinformationaboveregardinggoogle)
Note:TheNationalGuildofHypnotists,amongotherassociations,advisesnottostoreclientfilesonyourpersonalcomputerorlaptopifitisconnectedtointernet.Insteadsavefilesonasecurecloud,externalharddriveorprintandfile.5. Advantagesofgoingonline
a. Specialization/reachmorepeopleinanareayouhavegreatinterestinb. Yourreferralnetworkislargerc. Clientscanrelaxintheirownenvironments.d. Pandemicproof.
Thismeeting'spurposewastosharewhatwe,asprofessionalhypnotherapistsinpracticearoundtheworld,applyinourpractice.Suggestionsarenotlegaladviceandeveryhypnotherapistshouldconsultwiththeirstate'slawsregardingworkingasahypnotherapistvirtually.