What Should My Informed Consent Form Include for Remote Healing Clients?

Have you ever finished setting up a remote healing session — Zoom link ready, lighting just right, and yourself grounded — only to feel uncertainty creeping in?

What if something goes wrong? What if your client misunderstands what the session actually involves?

Many energy healing practitioners feel unsure about how to protect themselves and their clients when working remotely — especially when it comes to informed consent.

It’s tempting to skip the formalities, but remote sessions come with their own risks — and those risks require clear boundaries, professional language, and solid documentation.

In this article, we’ll cover why informed consent matters more than ever in virtual work, what sections your form should include, how to keep the tone aligned with your practice, and simple ways to collect and store consent with confidence.

Why Informed Consent is Non-Negotiable for Remote Work

You might be thinking, “I’ve been doing sessions for years without any issues — why make a big deal out of paperwork now?”

Here’s the simple answer: remote work is a different type of work, which changes the necessities needed to keep it safe and sustainable.

If you’re not accounting for those changes in your informed consent process, you could be leaving yourself — and your clients — exposed. Here are some things to consider:

1. You’re not in the same physical space as your client.

In-person sessions allow for subtle cues. You can notice a client’s body language, sense if they’re feeling uneasy, and respond in the moment. With remote work, you lose that immediate feedback.

Your informed consent bridges that gap. It helps explain:

• What the session involves
• What to expect in a remote setting
• What to do if tech fails mid-session

2. Clear expectations can support your legal protection.

Spelling out what is going to happen during the online/remote session sets clear expectations and provides an avenue for questions ahead of the session. If a client ever claims they didn’t know what your session involved, or they expected something outside your scope, your consent form becomes your safety net.

This isn’t about fear, but rather clarity and mutual understanding.

3. Forms provide a foundation for trust to grow.

Some practitioners worry that a consent form will scare clients off. In reality, it shows you’re a professional. It signals you take your work, and their well-being, seriously.

4. Informed consent may be required by your insurance.

Most liability insurance providers require proof of consent if a claim is made. Having documentation on file protects you and validates your risk management.

What Your Remote Informed Consent Form Should Include

Before you send out any form, take a moment to think about what it really needs to accomplish. Your consent form is part of how you communicate professionalism and set the tone for the session.

Remote healing sessions come with unique dynamics, and your consent form should reflect that. Whether you’re just starting out or revisiting your current process, here are the core elements every remote consent form should include:

• What the session involves: Briefly describe your modality in plain language.
• How remote sessions work: Include tech setup, what to expect, and what happens if there's a disruption.
• What you do (and don’t) offer: Be clear that healing sessions don’t replace medical or psychological care.
• What outcomes to expect: Set realistic, non-guaranteed expectations around potential effects.
• Client responsibilities: Mention things like punctuality and creating a quiet space.
• Confidentiality: Explain how session info is stored and when it may be shared.
• Fees + cancellation policies: State your refund and cancellation terms upfront.
• Consent agreement: Include a short statement confirming the client understands and agrees to participate.

💡For more details on what to include in your informed consent form for a remote or virtual practice, download our FREE Remote Practice Guide.

Practical Tips for Sharing and Storing Consent Forms

Once your informed consent form is written, how you share and store it is just as important as what it says. Here’s how to manage the process in a way that’s professional, secure, and efficient.

• Send Consent Forms Before the Session: To avoid last-minute confusion or delays, include the consent form as part of your welcome email or booking confirmation. This gives clients time to review it thoughtfully and come to the session feeling prepared.
  
  
• Use Simple, Secure Digital Tools: There’s no need for complex legal software. Many practitioners find success using platforms like Google Forms, JotForm, or electronic signature tools such as DocuSign and HelloSign. If you’re using practice management software like Practice Better or SimplePractice, these tools often have built-in consent form features that integrate smoothly with your booking process.
  
  
• Store Signed Forms Securely: Once a form is signed, it should be stored in a secure, encrypted location. Cloud-based systems with password protection or HIPAA-compliant storage options are ideal. Make sure you back up your files regularly and follow any regional data privacy regulations that apply to your practice.
  
  
• If a Client Declines to Sign: A client who is unwilling to sign a consent form may not be a good fit for your practice. It’s perfectly within your professional and ethical rights to postpone or cancel a session if signed consent is not provided. Prioritizing clear agreements protects both parties and sets the tone for a safe, respectful experience.

What’s Next: Confidence to Your Remote Healing Practice

Now you understand that a well-written informed consent form is an essential component of your remote healing practice. When clients know what to expect, they’re more relaxed, more engaged, and more likely to feel supported during and after your sessions.

The shift to remote work, whether full-time or as an additional offering, has changed how healing practitioners operate. You no longer have access to the in-person cues and comforts that once supported your sessions. That’s why your consent form must now do more heavy lifting — offering clarity, setting boundaries, and creating a container for safe connection.

If you’d like support creating or refining your own consent process, we’ve created a free resource to guide you through it.

Download your free Remote Healing Consent Guide — it includes:

• More details about everything we covered in this article
• A customizable consent form template written in plain, client-friendly language
• Practical tips on formatting, storing, and collecting consent with ease
  

At EMPA, we’re committed to helping energy and holistic practitioners run safe, ethical, and thriving businesses. Whether you're revising your consent forms or just getting started, know that you don’t need to navigate this alone. We’re here to support you.

Disclaimer: This article is for educational purposes only and does not provide legal, financial, or medical advice. The examples are general, and coverage may vary by policy. Always refer to your insurance provider or policy language for specific details, as the policy terms take precedence. For legal concerns related to your practice, consult an attorney.