FAQs
Frequently Asked Questions
Google Workspace Platform Basics
Any allied health professional using Google Workspace — SLPs, OTs, PTs, psychologists, counselors, behavior analysts, social workers and similar private practitioners..
Yes — most people are already comfortable with using Google for Gmail, Docs, & Drive, so Workspace is familiar and approachable.
Google Workspace Setup & Pricing
You will need an internet domain name in order to set up a Workspace account tied to that domain. You’ll need a credit card on file for payment. (Note: Google Workspace Individual is a different offering for one-person users using the platform for personal rather than business purposes. It’s not the same as the Business Workspace plans. For HIPAA compliance you need one of the business plans.)
Two main costs: a domain (typically ranging from $10–$20/yr for a standard .com) and your chosen Workspace plan (monthly per user), About $7.00 for Business Starter and $14.00 for Business Standard — pick the plan that fits your needs (consider storage, Meet recording, etc.).
Yes, all Google Workspace Business plans can be configured for HIPAA compliance with a signed BAA. Starter is the lightweight plan with core email/storage and basic Meet; Standard adds more storage, enhanced Meet features (including recording) and access to Google Vault.
A Workspace administrator signs the BAA from the Admin console. Sign in to admin.google.com as a super-admin. Go to → Menu → Account > Account settings > Legal & compliance → find the Security & Privacy Additional Terms and scroll down to Google Workspace/Cloud Identity HIPAA Business Associate Amendment. Hit the edit icon to Review & Accept.
Google Forms & Client Intakes
Yes — email me and I’ll send a preview sample. There are no refunds, so I strongly encourage reviewing a sample first.
Intake and history forms, consents such as consent to treat, consent for release of information if applicable, office policies, HIPAA notice, teletherapy agreement, progress notes/session notes, payment policies and authorization, good faith estimate and any specialty forms you use.
For a clinician checklist and downloadable templates, see my blog post “10 Must-Have Private Practice Forms for Therapists”: https://workspacetherapist.com/must-have-therapist-private-practice-forms/.
You can (a) have each form write submissions to its own Google Sheet, and (b) set up email notifications for each submission, which will link to that particular entry.
Use a typed name & date as an electronic signature (Google Forms timestamps submissions at the bottom of the form). For most private practice consents, a typed name & date with clear consent wording is commonly accepted.
Teletherapy & Scheduling
Yes — create a recurring Calendar event/series and use the Meet link on that series.
Yes — You can create an Appointment Schedule (booking page) in Calendar so clients pick a time from your availability.
Yes — Google Calendar lets you set email reminders and notifications (time options are configurable). If you want custom email reminders, I can build an Apps Script automation to send custom emails. Square Appointments also provides automatic confirmations and SMS text/email reminders if you use Square’s booking system. This system is free to use as a single account user.
Payments & Phone Service
Very fast — often 10–15 minutes for basic card and online payment setup. Download the Square app, create an account, link your bank, and you can accept card and online payments right away. If you want booking, reminders & payments bundled, Square Appointments can handle that too.
Not for HIPAA compliant communications. The free consumer Google Voice should not be used with PHI — use the paid Google Voice for Workspace instead (paid plans start at $10/user/month). Google Voice as part of a Workspace environment (a paid, managed setup with a signed BAA) can be used in HIPAA-covered workflows if configured correctly; the consumer/free Voice does not offer a BAA and is not appropriate for PHI.
Support, Access & Policies
Most often when you can’t find the email with the download links, it went to spam or junk. Please check your spam/junk folder. You also may have missed the email so please search your email inbox for “workspace therapist” and you will likely find the email. Usually, one of these two scenarios is what occurs when the email could not initially be found. If you are still unable to find the email with the download links, email me immediately with your order details and I’ll resend or re-issue access. I will reply promptly, typically the same day. If you do not hear from me by the end of the day, it means I did not receive your email for whatever reason. Please email again or try to use the chat feature on the website. You will be sent a single download link per purchase; if it never arrives, check spam then email me.
Because I sell digital files, there is only one download allowed and I do not issue refunds. If there’s a technical problem or the file is corrupted, contact me and I’ll fix or replace it. (Please ask any questions before purchasing— I’ll send preview samples on request.)
One download per purchased item — save your copy immediately.
After that first download the platform will show “download limit exceeded” if you try again. If you lose access, email me and I’ll help restore access or re-send the file when appropriate.
Support after purchase
If something goes wrong or you can’t access your purchased digital product, please email me. I respond promptly and can replace your download if there was a problem. If you email and don’t hear back within the day, email me again or go to the site and use the chat feature.
Download limit reminder
The platform allows just one download per item. Once opened, save it right away—if you return later, you will see a “download limit exceeded” message.