Rationale for Videoconferencing Being Rendered

A provider should detail the reasons why videoconferencing was used in replacement of the more traditional F2F interactions. This is true whether the patient seems like an appropriate candidate, or if videoconferencing was selected due to other options being limited for a high-risk patient (Shore & Lu, 2015; Smucker Barwell et al., 2018). For example, if videoconferencing was chosen due to the patient living several hours away without local options, a statement could read:

Videoconferencing was utilized due to [patient name] living approximately [distance] from the provider, and no similar services being available in [his/her] vicinity. Videoconferencing allowed the provider and [patient name] an ability to both see and hear each other in real time.

Alternatively, if the patient is within a near vicinity of providers, but has physical mobility issues precluding them from attending F2F care, a statement could read:

Videoconferencing services were rendered due to [patient name] being physically unable to attend face-to-face services as a result of a physical disability reducing mobility. Videoconferencing services allowed the provider and [patient name] an ability to both see and hear each other in real time.

Finally, should the videoconferencing be indicated due to a natural disaster or event, such as the 2020 COVID-19 pandemic, a statement could read:

Videoconferencing was utilized due to the provider and [patient name]’s desire to adhere to CDC [Centers for Disease Control and Prevention] and US government recommendations suggesting the limiting of face-to-face services in efforts to reduce the spread of COVID-19. Videoconferencing allowed the provider and [patient name] an ability to both see and hear each other in real time.

Platforms Used

The provider may also wish to list which videoconferencing platform was utilized, including an indication of whether the platform identifies itself as

Figure 15.1 Sample videoconferencing-specific information that could be included in the session note (block format)*.

Note: * Information provided is meant for demonstration purposes only and should be modified for the provider’s practice.

HIPAA compliant. This could be as simple as indicating, “[Platform name] was used for the videoconferencing session,” or can be more detailed, such as,

[Platform name] was used for the videoconferencing session. The platform was indicated to provide [level of encryption], and a business associates agreement (BAA) was secured that was signed by both [the provider or provider’s company] and the videoconferencing platform company.