www.MINDbasedHealing.orginfo@mindbasedhealing.org(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

www.MINDbasedHealing.orginfo@mindbasedhealing.org(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.

www.MINDbasedHealing.orginfo@mindbasedhealing.org(415)6992574

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.