This article provides guidance regarding consent forms and answers frequently asked questions related to who is responsible, what forms are signed by clients, who can sign consent forms, shared custody situations, what should be discussed with clients related to consent, and how a therapist can confirm that consent forms have been signed.
This article also includes a video overview of the consent forms Rula provides to clients.
What are consent forms?
Consent forms ensure that clients are fully informed about their care before their first session with you. Rula’s standardized consent packet covers:
- Privacy & Confidentiality: How PHI is handled
- Treatment Overview: Standard benefits and potential risks of care
- Practice Policies: Cancellation policies, credit card authorizations, and billing permissions
Note: Clients must sign Rula’s consent forms. Please do not issue custom practice forms to Rula clients.
When are consent forms sent to clients?
- Telehealth Appointments: Signed Consent forms are strictly required to join the session. Patients receive multiple reminder emails before their visit and will be prompted to sign any outstanding Patients are expected to sign consent forms directly in the virtual waiting room before entering the Zoom room.
- In-Person Appointments: Consent forms are required; however, there is no automated system enforcement blocking attendance prior to the visit. Patients are encouraged to complete them during registration and prior to booking their first appointment with Rula. or via reminder emails.
Who is responsible for collecting consent forms?
Rula is responsible for collecting all consent and registration documents from clients before they join their first appointment with you.
| Note: Rula is also responsible for ensuring that clients are billed appropriately and that therapists are delivering quality, compliant care. |
This is because the client is consenting to treatment with the covered entities SUD Speciality Group-CA or Mental Health Speciality Group, PA (MHSG), not with you specifically as a therapist. Therapists, as covered entities, are contracted with SUD Speciality Group-CA or MHSG. Rula has a Management Services Agreement with these entities to act as an agent on their behalf. Your contracts explain this in legalese throughout the document
In addition, client insurance is billed using the SUD Speciality Group or MHSG NPI, not a therapist’s personal NPI.
How to verify completion of forms in the Provider Portal
You can check whether a client has completed their consent forms at any time:
- Log into the Provider Portal and click on the Clients tab.
- Select the client you are verifying from your list
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Check the notes and documentation section for the signed PDF
What consent forms do clients sign?
Clients receiving treatment through our Group should use our standardized consent forms. Using your own forms can create confusion, as clients might be unsure about who is receiving their consent and for what purpose.
Here is a list of the patient consent forms which can also be found in the provider portal under the Resources tab in the Documents and Forms section.
Who can sign informed consent?
All persons aged 18 and up are required to sign their own consent for medical decision-making unless they have an appointed guardian.
Although state laws vary, Rula does not allow minors in treatment to consent to their own treatment. All clients aged 17 and under must have a parent or guardian sign informed consent during the registration process.
| Note: Only one parent is required to sign informed consent for a minor unless there is a court order. |
My client just turned 18 and needs to sign their own consent forms, what should I do?
When a formerly minor client turns 18, please contact Support to request a new consent form.
Start by using the AI search bar on this page. If needed, you can ask to speak directly with a live Service Team member.
| Note: This client cannot continue care without a new consent. |
What about shared custody situations?
Consent is not always required from both parents in custody situations. “Shared custody” is not the same as “shared medical decision-making.” Even if both parents share custody, both parents are only required to provide informed consent if that is specified in a court order.
If there is a custody situation with a parent or guardian in which there is a court order requiring both parents to provide consent, or if you need to request additional consent forms for any reason, contact Support to have them send consent forms to the second person.
- Start by using the AI search bar on this page. You can get answers instantly or ask to connect with a live Service Team member at any time.
What should be discussed in a client's first session?
During the first visit, therapists are expected to cover two items related to informed consent:
- Limits of confidentiality (this is covered in our consent plan, but is best to review again from a clinical lens)
- Confirm that there are no court orders related to parental consent (if working with minors)
In addition, we recommend that you discuss these items during the first session:
- Cancellation and no-show policy
- Emergency contact information
- Client's physical location
- Emergency/crisis plan
What happens if my client doesn't sign their consent forms before our first session?
If a client has not signed their consent forms, they will be prompted to agree to them while in the waiting room for their initial appointment. Clients will not be able to join their initial appointment without agreeing to the consent forms.
When to contact support
Contact Rula support if:
- A client turns 18 and requires a new adult consent form sent to their email.
- A client reports technical glitches with the virtual waiting room consent prompt.
- A custody court order requires dispatching consent forms to a second parent/guardian.
- Signed documents fail to populate in the Client Chart after 24 hours.
Video Overview
This video reviews Rula's consent process in detail including consent and registration documents.
Note: We're now Rula! You may still hear Path in our videos from time to time and we appreciate your patience while we continue to update our content to align with our new name. Additionally, this video only applies to telehealth and not in-person appointments.
Updated