Group Practice Tech

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we're chatting about multi-factor authentication for group practices.

We discuss:

• What multi-factor authentication is and why it's important
• Different types of factors for authentication
• What Google Authenticator is and how it works
• What accounts you can use Google Authenticator for
• HIPAA considerations for using Google Authenticator
• Using Google Authenticator appropriately in a group practice context

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

Resources

• Google Help: Get Verification Codes with Google Authenticator
• Tech Target: What is Google Authenticator
• TherapyNotes: Setting Up & Using 2 Factor Authentication (Including Google Authenticator)

PCT Resources

• Related Training (non-CE): Security Awareness Grab-Bag
  • A collection of three short courses helping you and your staff maintain your security awareness through better handling of PHI in public, avoiding inappropriate disclosures, and preventing phishing and social engineering attacks.
• Group Practice Care Premium
  • weekly (live & recorded) direct support & consultation service, Group Practice Office Hours -- including monthly session with therapist attorney Eric Ström, JD PhD LMHC
  • + assignable staff HIPAA Security Awareness: Bring Your Own Device training + access to Device Security Center with step-by-step device-specific tutorials & registration forms for securing and documenting all personally owned & practice-provided devices (for *all* team members at no per-person cost)
  • + assignable staff HIPAA Security Awareness: Remote Workspaces training for all team members + access to Remote Workspace Center with step-by-step tutorials & registration forms for securing and documenting Remote Workspaces (for *all* team members at no per-person cost) + more
• HIPAA Risk Analysis & Risk Mitigation Planning service for mental health group practices -- care for your practice using our supportive, shame-free risk analysis and mitigation planning service. You'll have your Risk Analysis done within 2 hours, performed by a PCT consultant, using a tool built specifically for mental health group practice, and a mitigation checklist to help you reduce your risks.

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we explain what makes up a client's record.

We discuss:

• HIPAA regulations vs. state laws
• What communications are included in a client's record and why
• The distinction between progress notes and psychotherapy notes
• Resources for training your staff on rethinking notes
• The Open Notes Rule
• Managing documentation compliance in your practice

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

• Designated Record Set (under HIPAA)
• HIPAA, Psychotherapy Notes, and Other Mental Health Records (JD Supra article)

• CE courses: How We Need to Give Clients Access to Their Records, Now and in the Future (2 legal-ethical CE credit hours) and/or Rethinking Notes: Strategies for Making Documentation Simple and Meaningful (2 legal-ethical CE credit hours
• Group Practice Tech podcast, Episode 418: Four Things You Need to Know About Psychotherapy Notes
• Group Practice Care Premium
  • weekly (live & recorded) direct support & consultation service, Group Practice Office Hours -- including monthly session with therapist attorney Eric Ström, JD PhD LMHC
  • + assignable staff HIPAA Security Awareness: Bring Your Own Device training + access to Device Security Center with step-by-step device-specific tutorials & registration forms for securing and documenting all personally owned & practice-provided devices (for *all* team members at no per-person cost)
  • + assignable staff HIPAA Security Awareness: Remote Workspaces training for all team members + access to Remote Workspace Center with step-by-step tutorials & registration forms for securing and documenting Remote Workspaces (for *all* team members at no per-person cost) + more
• HIPAA Risk Analysis & Risk Mitigation Planning service for mental health group practices -- care for your practice using our supportive, shame-free risk analysis and mitigation planning service. You'll have your Risk Analysis done within 2 hours, performed by a PCT consultant, using a tool built specifically for mental health group practice, and a mitigation checklist to help you reduce your risks.

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we look at Google's Gemini AI tool through a HIPAA lens.

We discuss:

• Common use cases for Gemini in a group practice context
• What's covered under the Google Workspace BAA (and what isn't)
• Ethical and legal considerations for using PHI with AI tools
• Informed consent for clients when AI tools are used for clinical documentation
• Establishing a Gemini usage policy for your practice

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

• Google's Gemini AI for Google Workspace
• Google's HIPAA Included Functionality
• Google's HIPAA Implementation Guide (see Gemini section)

• CE courses: Using Artificial Intelligence (AI) as a Mental Health Clinician: Managing risk, ethics, and clinical benefits (2 legal-ethical CE credit hours) and/or The Evolving Legal-Ethical Standard of Care for the Clinical Use of Artificial Intelligence in Mental Health (1.5 legal-ethical CE credit hours)
• Group Practice Care Premium
  • weekly (live & recorded) direct support & consultation service, Group Practice Office Hours -- including monthly session with therapist attorney Eric Ström, JD PhD LMHC
  • + assignable staff HIPAA Security Awareness: Bring Your Own Device training + access to Device Security Center with step-by-step device-specific tutorials & registration forms for securing and documenting all personally owned & practice-provided devices (for *all* team members at no per-person cost)
  • + assignable staff HIPAA Security Awareness: Remote Workspaces training for all team members + access to Remote Workspace Center with step-by-step tutorials & registration forms for securing and documenting Remote Workspaces (for *all* team members at no per-person cost) + more
• HIPAA Risk Analysis & Risk Mitigation Planning service for mental health group practices -- care for your practice using our supportive, shame-free risk analysis and mitigation planning service. You'll have your Risk Analysis done within 2 hours, performed by a PCT consultant, using a tool built specifically for mental health group practice, and a mitigation checklist to help you reduce your risks.

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we're chatting about what to do if your practice experiences a natural disaster, like a hurricane.

We discuss:

• The recent hurricanes impacting the southeast US
• Prioritizing access to care
• Limited HIPAA waivers for disasters and emergencies
• And situations where the waivers would apply
• Resources for group practices in and out of the affected areas

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

• HHS Declarations of a Public Health Emergency (PHE)
• For information about how the HIPAA Privacy Rule applies in a public health emergency, visit the OCR'S HIPAA Emergency Preparedness, Planning, and Response page (www.hhs.gov/hipaa/for-professionals/special-topics/emergency-preparedness/index.html) or you may use the HIPAA Disclosures for Emergency Preparedness Decision Tool (www.hhs.gov/hipaa/for-professionals/special-topics/emergency-preparedness/decision-tool-overview/index.html).
• Limited Waiver of HIPAA Sanctions and Penalties During a Declared Emergency: 2024 Public Health Emergency for Florida in Response to Hurricane Milton
• Limited Waiver of HIPAA Sanctions and Penalties During a Declared Emergency: 2024 Public Health Emergency for North Carolina in Response to Hurricane Helene
• Direct Resources for WNC community members curated by Patrick Casale of All Things Private Practice
• Urgent Aid for WNC Communities Affected by Helene GoFundMe organized by Patrick Casale

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we're joined by Patrick Casale from All Things Private Practice to talk about how to create a neuro-affirming therapy practice.

We discuss:

• Understanding your own neurotype as a leader
• Considerations for developing a neuro-affirming workplace
• Creating an environment where staff can ask for the accommodations they need
• Resources for practice owners to improve accessibility
• Therapist directories that prioritize accessibility and identity
• Soliciting feedback from staff

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

• Join Liath and Patrick for the 2025 Leadership Retreat for group practice owners and leaders in Chania, Greece!
• About Patrick
• Neurodivergent Entrepreneur Coaching with Patrick
• Divergent Conversations podcast with Patrick and Dr. Megan Neff
• Empowered Escapes upcoming retreats and summits
• Doubt Yourself, Do It Anyway Virtual Online Summit
• All Things Private Practice --> Helping Mental Health & Neurodivergent Business Owners Doubt Themselves & Do It Anyway
• All Things Private Practice Podcast

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we're joined by Patrick Casale from All Things Private Practice to talk about leadership and authenticity.

We discuss:

• What "doubt yourself, do it anyway" means

• The fear and power of vulnerability

• Patrick's retreats and summits for mental health professionals

• Expanding beyond private practice

• Using fear as a gas pedal, not a brake

• Next year's retreat for leaders in Greece, hosted by Patrick, where Liath is speaking

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

• Join Liath and Patrick for the 2025 Leadership Retreat for group practice owners and leaders in Chania, Greece!

• About Patrick

• Empowered Escapes upcoming retreats and summits

• Doubt Yourself, Do It Anyway Virtual Online Summit

• All Things Private Practice --> Helping Mental Health & Neurodivergent Business Owners Doubt Themselves & Do It Anyway

• All Things Private Practice Podcast

• Check out Liath's guest episode on the podcast: Episode 92: Optimize & Fortify Your Private Practice Using HIPAA [featuring Liath Dalton]

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we're explaining how to securely record in person and teletherapy client sessions.

We discuss:

• Why sessions may need to be recorded
• The risks around different ways to record sessions
• The easiest way to record sessions securely (for most practices, without adding a new service to your tech stack)
• Exactly how to record sessions in Google Meet
  • For sessions using Google Meet, another teletherapy platform, and meeting in person
• Usage notes with tips to make the process run smoothly for clinicians and clients

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we chat with therapist Emily Decker about how to make group practice more accessible, both for clients and staff.

We discuss:

• The number of mental health clinicians who are disabled
• Navigating identity as a disabled person and as a helping professional, especially where those identities intersect
• Practice culture and neurodivergence
• Ways to create a disability affirming culture within group practice (for clients and staff)
• Unpacking what professionalism means
• What accessibility means
• What disability means
• Internalized ableism
• Unpacking what's actually needed for therapy and what isn't
• Universal Design, and how to apply it for therapy practices
• Our upcoming CE training with Emily on this topic

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

• 2 legal-ethical CE credit hour training (live and recorded), presented by Emily Decker, MS, LPC, NCC, Can You Hear Me? The Legal and Ethical Role of Accessibility in Anti-Oppressive and Neurodivergent-Affirming Teletherapy
  • This training aims to create familiarity and comfort for therapists providing teletherapy and combat stigma and inaccessibility in teletherapy. The conversation is situated within an anti-oppressive and neurodivergent-affirming framework, connecting concepts of accessibility and disability justice with mental health care, and provides an overview of legal and ethical issues pertaining to accessibility within teletherapy, including identifying and dispelling common myths about accessibility and disability, and identifying specific, concrete resources for therapists to use to enhance the accessibility of their services.

• Book: Demystifying Disability: What to Know, What to Say, and How to Be an Ally by Emily Ladau
• DARN Disability 2023 conference recordings (free! and geared towards educators and supervisors)
• Web Accessibility and the ADA
• Textbook: Disability-Affirmative Therapy by Rhoda Olkin
• This author also has a webinar on this topic: https://www.youtube.com/watch?v=vEJ46Rfz2kc
• Textbook: Disability As Diversity by Erin E. Andrews
• Book: Disability Visibiltiy by Alice Wong (also has a great website and podcast by the same name)

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we discuss what to consider when designating your security officer in a mental health group practice.

We discuss:

• What a security officer is
• The difference between a security officer and a privacy officer and what each is responsible for
• Who can be a security officer, and whether the role can be outsourced
• The qualities to look for when appointing a security officer or deputy security officer
• The time commitment required to be a security officer
• How PCT's resources can help your practice's security officer

Listen here: https://personcenteredtech.com/group/podcast/

PCT Resources:

• PCT's Security Officer Endorsement Training Program (10 legal-ethical CE credit hours)
• Group Practice Care Premium
• weekly (live & recorded) direct support & consultation with the PCT team + Eric Ström, JD PhD LMHC (monthly) Group Practice Office Hours
• Device Security: assignable staff HIPAA Security Awareness: Bring Your Own Device training + access to Device Security Center with step-by-step device-specific tutorials & registration forms for securing and documenting all personally owned & practice-provided devices (for *all* team members at no per-person cost)
• Remote Workspace Security: assignable staff HIPAA Security Awareness: Remote Workspaces training for all team members + access to Remote Workspace Center with step-by-step tutorials & registration forms for securing and documenting Remote Workspaces (for *all* team members at no per-person cost) + more
• HIPAA Risk Analysis & Risk Mitigation Planning service for mental health group practices -- care for your practice using our supportive, shame-free risk analysis and mitigation planning service. You'll have your Risk Analysis done within 2 hours, performed by a PCT consultant, using a tool built specifically for mental health group practice, and a mitigation checklist to help you reduce your risks and implement required safeguards.
• HIPAA compliance, risk management, and practice optimization resources and support from PCT for mental health group practices

Welcome solo and group practice owners! We are Liath Dalton and Evan Dumas, your co-hosts of Group Practice Tech.

In our latest episode, we're chatting again with Gabrielle Juliano-Villani, this time about what to consider when accepting Medicaid as a group practice.

We discuss:

• The main differences between Medicare and Medicaid
• What makes a practice a good fit as a Medicaid provider
• Reimbursement rates and to find what they are in your state
• Things to keep in mind when considering accepting Medicaid
• Being prepared for an audit
• The process to become a Medicaid provider
• Credentialing timeframes
• What the application looks like
• Provider restrictions under Medicaid
• HIPAA responsibilities for providers who accept Medicaid
• Our upcoming panel discussion on the intersection of Medicare, Medicaid, and HIPAA

Listen here: https://personcenteredtech.com/group/podcast/

For more, visit our website.

Resources:

• Connect with Gabrielle for resources, consulting and support around Medicaid [and Medicare] at Medicare Consulting for Therapists

PCT Resources:

• HIPAA, Medicaid, and Medicare Intersections: Free Info and Q&A Session with Gabrielle and Liath (live session on 10/11/24)
• On-demand trainings (not designated as CE) presented by Gabrielle: Introduction To Medicare And Medicare Credentialing and Medicare Billing
• Group Practice Care Premium for weekly (live & recorded) direct support & consultation, Group Practice Office Hours, with the PCT team + Eric Ström, JD PhD LMHC (monthly)
• HIPAA compliance, risk management, and practice optimization resources and support from PCT for mental health group practices