Once a niche offering, telehealth is now widely used as a flexible, effective way to meet clients where they are and expand your reach beyond your physical office. Whether you’re just starting to explore virtual care or are refining the systems you already have in place, choosing the right tools can help you deliver high-quality care while still ensuring your clients’ health information is protected. 

For private practice owners, finding HIPAA-compliant telehealth platforms is an important part of offering secure, client-centered care. From means of client communications, such as video calls and messaging, to onboarding and charting, your telehealth setup should support both the clinical and operational sides of your practice. 

This guide will walk you through 5 of the most in-demand types of HIPAA-compliant telehealth tools for private practice, and what to look for when choosing the right solution for your business. 

5 essential tools for offering telehealth in private practice

Whether you're looking to expand into virtual care or just exploring what’s possible, having the right tools in place sets the foundation for a smooth, secure, and effective telehealth practice. These tools not only help you deliver high-quality care but also protect patient data, streamline your workflow, and create a positive client experience from start to finish.

Let’s walk through five categories of tools that are essential for any provider offering virtual care. 

1. HIPAA-compliant video conferencing tools

Video sessions are the cornerstone of virtual care, enabling you to connect with clients face-to-face. To ensure your sessions are private and legally compliant, it’s important to use a video platform built for healthcare.

What to look for:

• End-to-end encryption
• A signed Business Associates Agreement, or BAA
• Reliable video and audio quality
• Extra features like screen sharing, waiting rooms, or session recordings

Popular video conferencing tools for clinicians: Zoom for Healthcare, Doxy.me, and Healthie offer secure, healthcare-specific video conferencing. 

With the right platform, your video sessions can feel natural, professional, and secure — building trust while making care more accessible.

2. Secure messaging and chat tools

Communication between sessions is often just as important as what happens during appointments. Whether it’s answering a quick question, sharing a resource, or checking in on a client’s progress, having a secure way to message your clients is important for ongoing communication.

Why it matters:
Standard email and text messages aren’t HIPAA-compliant and could also bleed into your personal time. Using a secure messaging tool ensures that all communication stays private and within legal guidelines, as well as maintaining a professional relationship. .

What to look for:

• Encrypted messaging
• Ability to set boundaries (e.g., no weekend replies)
• Integration with your client records or EHR
• Message logging for documentation purposes

Messaging tools popular amongst clinicians: Tools like Healthie, Spruce, and Klara allow providers to securely message clients through a centralized platform that keeps everything organized and protected.

Secure messaging makes it easy to stay connected with your clients, support their progress, and build rapport — all while maintaining compliance.

3. Scheduling and intake systems

A smooth scheduling and onboarding process sets the tone for the client experience. It’s often the first real interaction someone has with your practice, so making it seamless can reduce friction and increase retention.

Why it matters:
Manual scheduling, back-and-forth emails, and paper forms can lead to no-shows and frustration. A good scheduling and intake system makes it easy for clients to book, reschedule, and complete paperwork — all in one place.

What to look for:

• Self-scheduling with calendar syncing
• Automated appointment reminders
• Customizable intake forms and consent documents
• Integration with your EHR or billing system

Popular scheduling tools for private practice: Healthie, SimplePractice, and Jane App offer all-in-one systems where clients can book, fill out forms, and get reminders without needing to follow up manually.

A reliable scheduling and intake system helps protect your time, reduce admin work, and give clients a clear and easy way to engage with your practice.

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4. Charting and Documentation Systems

Clinical documentation is at the heart of providing quality care, but it doesn’t have to be time-consuming or clunky. A smart charting system helps you stay organized, compliant, and efficient so that you’re not weighed down by hours of administrative work each day. 

Why it matters:
Good notes support clinical decision-making, continuity of care, and insurance reimbursement (if you take insurance). Plus, efficient documentation means more time for clients — and less after-hours admin work.

What to look for:

• HIPAA-compliant note storage
• Customizable templates (SOAP, DAP, BIRP, etc.)
• Integrated goal tracking and progress notes
• Quick text features or macros to speed up documentation
• Ability to share notes securely with clients or other clinicians if needed

Popular charting tools for private practice: Healthie, TheraNest, and SimplePractice all offer flexible charting tools built for different types of clinicians, such as behavioral health, nutrition, physical therapy, and more.

The right charting system supports your clinical workflow while ensuring you're meeting documentation standards with less stress.

5. Billing and Payment Systems

Getting paid is an essential part of your business, and often considered one of the most cumbersome processes to deal with in private practice. A strong billing and payment system helps you stay on top of your finances while giving clients a seamless, professional experience. 

Why it matters:
Whether you’re private pay or insurance-based, how you handle money impacts your cash flow, client relationships, and overall operations. A streamlined billing system means fewer headaches, faster payments, and more time to focus on care.

What to look for:

• Clear invoicing and auto-pay options
• Secure payment processing (credit card, HSA/FSA, etc.)
• Insurance claim submission and tracking (if you take insurance)
• Superbill generation for out-of-network clients
• Customizable late cancel and no-show fee settings

Examples: Healthie offers all-in-one billing that works for both cash-pay and insurance-based practices. Other platforms like SimplePractice and Kareo also provide flexible billing tools depending on your needs.

When your billing system runs smoothly, it builds trust with clients and ensures your practice stays financially healthy. 

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Choosing the right tools for your private practice 

You don’t need dozens of apps to run a successful telehealth practice—you just need the right ones. By focusing on these five foundational areas—video calls, scheduling, charting, communication, and billing—you’ll build a streamlined, professional experience that benefits both you and your clients.

Many clinicians start with a few tools and gradually upgrade to an all-in-one platform like Healthie, which combines these core functions into one secure, customizable system. Whether you’re just getting started with telehealth or refining your workflow, investing in the right tools makes your practice more efficient, more profitable, and easier to manage. Remember, you don’t have to figure it all out at once. Start with what works for you today—and let your systems grow with you.