In this episode of the Setting Up for Success series, Mary and Kim talk about documentation! Love it or hate it, your documentation system can either drain your time or save it. Mary and Kim walk listeners through how they’ve simplified their approach to notes while still meeting all the necessary requirements—and keeping parents in the loop.

They share how their practice uses Simple Practice, a digital EMR system they love for its features and flexibility. But instead of typing up detailed SOAP notes after every session, they often use a paper-based daily note that doubles as a parent-friendly handout. It’s quick to fill out, easy for families to read, and can be uploaded to the EMR with a simple photo. Bonus? Parents get instant feedback in their child’s folder.

Mary and Kim emphasize that clarity and purpose are more important than long, wordy notes. Their paper system includes the goals for each session, progress percentages, and homework suggestions—so everyone’s on the same page. For more formal reassessments or complex cases (like medically fragile kids), they switch back to the digital templates in Simple Practice to keep collaborating teams informed and organized.

They also explain how their paper notes are helpful for teacher conferences and progress reviews—especially when you’ve got consent to share info with educators. It keeps teachers involved in therapy carryover without needing to dig through emails or portals.

Throughout the episode, Mary and Kim encourage SLPs to ask themselves:
What’s the goal of this documentation? Who needs to read it? And how can I make it useful without overcomplicating it?

If you're a therapist looking to streamline your own documentation process, Mary and Kim offer ready-to-use templates on their website and have even compiled a full Policies & Procedures List for starting a private practice.

Resources Mentioned:
🖥 Simple Practice – Try it with our discount code
📄 Documentation templates & P+P Checklist: TheSpeechSource.com

Also, if you haven't done so already, follow our podcast! You will be the first to know when new episodes release. We would also love for you to leave a review and rate our show. The Speech Source appreciates your feedback and support! Follow here!

Follow Kim and Mary on IG here! - https://www.instagram.com/thespeechsource/
For more information on speech, language, feeding and play - visit The Speech Source Website - https://www.thespeechsource.com/

In this episode of The Speech Source Podcast, Mary and Kim continue their policies and procedures discussion by highlighting the critical forms every private practice should have—starting with HIPAA and confidentiality forms. They explain the importance of protecting client information under HIPAA law. HIPAA is all about consent—only those directly involved in a child's care, and specifically named by the parent, can have access to information. Mary and Kim share real-world examples, like collaborating with dentists, teachers, and occupational therapists, and stress how easy it is for casual conversations to cross a line without proper signed permissions. To help parents navigate this, they’ve created detailed HIPAA forms with specific checkboxes for all potential team members (like teachers, assistant teachers, specialists, and even yoga instructors) and additional forms to add new providers over time. Protecting confidentiality not only meets legal requirements but builds trust and professionalism within the community.

The conversation then moves to consent for treatment forms, another essential document in private practice. Whether for in-person therapy, teletherapy, or even quick speech screenings, written parental consent is required before any services can be provided. Kim and Mary also mention that many EMR systems, like their favorite, Simple Practice, offer templates that can be customized to fit your practice's specific needs. They encourage listeners to download download their free checklist of essential practice documents and to continue tuning in as they walk through the systems that have helped make their private practice run smoothly and successfully.

Simple Practice affiliate link and discount code!

Also, if you haven't done so already, follow our podcast! You will be the first to know when new episodes release. We would also love for you to leave a review and rate our show. The Speech Source appreciates your feedback and support! Follow here!

Follow Kim and Mary on IG here! - https://www.instagram.com/thespeechsource/
For more information on speech, language, feeding and play - visit The Speech Source Website - https://www.thespeechsource.com/

In Part 2 of our Setting Up for Success series, Mary and Kim explore the importance of having a comprehensive and clearly defined photo and video release form in pediatric speech therapy practice. They emphasize that a simple yes/no checkbox on a consent form isn’t enough—parents need clarity about why media might be used and the specific ways their child’s images or videos could be shared. Providing this context not only helps parents make informed decisions, but also protects therapists legally and supports ethical, transparent practice.

Throughout the episode, Kim and Mary break down the many ways media is used in their sessions and businesses, including home programming (so families can carry over strategies at home), teacher trainings, educational course development, and marketing. Instead of asking for blanket permission, they recommend structuring release forms so parents can give selective consent for each type of media use.

Mary shares professional etiquette she follows when filming a child, like first explaining what the video is for and asking the child for permission—then showing them the clip afterward to model respectful media use. They also discuss boundaries with families, such as allowing video to be taken for personal educational use only—not for posting or distributing on social media.

They also acknowledge the positive impact media can have when used correctly—supporting patient progress, reinforcing therapy strategies, and helping families feel involved. However, they balance this with a conversation around privacy, online boundaries, and protecting children from misrepresentation or overexposure. Social media can be a wonderful tool, but it comes with risks, and thoughtful planning ensures everyone stays safe and informed.

This episode underscores how strong policies and clear communication can set your private practice up for success. Don't forget to download their free checklist of essential practice documents for anyone setting up or refining their private practice.

Simple Practice affiliate link and discount code!

Also, if you haven't done so already, follow our podcast! You will be the first to know when new episodes release. We would also love for you to leave a review and rate our show. The Speech Source appreciates your feedback and support! Follow here!

Follow Kim and Mary on IG here! - https://www.instagram.com/thespeechsource/
For more information on speech, language, feeding and play - visit The Speech Source Website - https://www.thespeechsource.com/