The complete guide to private practice telehealth
While telehealth appointments have been around for years now, many kids and caregivers are still new to virtual sessions—making a teletherapy preparation checklist for parents an essential tool for setting young clients up for success.
This article provides an overview of telehealth pre-session preparation for clinicians and parents, enabling them to get the most out of their sessions.
We’ve included a free downloadable telehealth preparation checklist for parents to share with clients and save to your electronic health record (EHR) for repeated use.
How clinicians can guide parents to prepare for telehealth
Whether a family is new to telehealth or just needs a refresher, you can help set them up for a smooth session with a few simple pointers:
Set up the space: Encourage parents to choose a quiet, private room where their child won't be interrupted or overheard, and to let other household members know the session is happening.
Test the technology in advance: Ask parents to check their device's camera, microphone, and internet connection at least a few minutes before the session, and to download or update the telehealth app ahead of time rather than at the last minute.
Gather materials: Let parents know if the child will need anything on hand, such as a worksheet, journal, or a specific item used in session (e.g., a comfort object for younger clients).
Minimize distractions: Suggest turning off notifications on nearby devices and, when appropriate, having other children or pets in a separate space during the session.
Plan for privacy and safety: For sensitive topics, remind parents that older children or teens may need a private space away from siblings or caregivers to speak openly.
Telehealth preparation checklist for parents
To help parents navigate virtual care smoothly, using a telehealth preparation checklist for parents breaks pre-session setup into four key phases:
Administrative and tech prep: Before the first appointment, parents should verify virtual visit insurance coverage, upload ID and insurance cards to the portal, and complete all required forms during the therapy intake process. Checking internet stability, downloading the specified video platform (such as SimplePractice, Zoom, or Google Meet), and fully charging the device prevents mid-session dropouts and tech frustration.
Setting up the space: Children perform best in a quiet, well-lit, and private area where they won't be overheard or interrupted by family members. Considering principles of environmental psychology, equipping the room with noise-canceling headphones, fidget tools, a favorite blanket, a pen and paper, and a water glass helps keep young clients grounded, comfortable, and focused throughout the visit.
Setting expectations: Caregivers should explain to their child ahead of time that therapy is a safe, confidential space where they can share feelings or participate in activities like drawing and games. Parents should reassure children that they will remain nearby if needed, while still honoring the child's individual privacy during the session.
Pre- and post-session care: Logging in five to 10 minutes early reduces rushing and allows time to handle last-minute tech issues or bathroom breaks. After the screen turns off, parents should allow their child dedicated quiet time to process the session before jumping straight back into schoolwork or daily chores.
We’ve packaged all of these actionable steps into our free, downloadable teletherapy preparation checklist for parents.
How to use the teletherapy preparation checklist for parents
Therapists can download and use the telehealth preparation checklist for parents in several ways:
Include the teletherapy preparation checklist for parents with intake paperwork
Provide a downloadable copy of the checklist on your website
Share the worksheet with coworkers and interns
Provide in-person clients with a copy of the telehealth preparation checklist for parents in case they need telehealth sessions
Upload a copy to your EHR documents, ready to send to clients
Sources
American Academy of Child and Adolescent Psychiatry. (2026). Telepsychiatry and your child.
American Psychological Association. (2024). Telepsychology.
Coffey, B. J. (2025). Telemental health care for children and adolescents in the United States: Challenges and opportunities. American Journal of Psychiatry.
Olfson, M., McClellan, C., Zuvekas, S. H., Wall, M., & Blanco, C. (2025). Use of telemental health care by children and adolescents in the United States. American Journal of Psychiatry.
U.S. Department of Health and Human Services. (2023). HIPAA rules for telehealth technology.
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