Dr Alesia Moulton-Perkins
Psychological therapy and counselling via ‘Skype’
Paperwork Packet for Online & F2F Therapists
Testimonials:
"First impressions, brilliant! Really easy to download, and to modify, professional looking and it’s amazing that you have included different colour templates. I’m really impressed and I am looking forward to adapting these to my requirements" Jess, Clinical Psychologist and Coach in private practice
“I'm so glad I purchased the therapy templates from you in early 2023, just as I was starting my private practice. They've proven to be incredibly useful, and I send the documents to each new referral. Thank you for doing all the hard work in setting them up!” Samia, CBT Therapist in private practice
Setting up an online or F2F therapy and supervision private practice? Need to make sure your online therapy or supervision is delivered, safely, ethically and effectively? Many people do not know where to start when it comes to writing an Online Therapy Contract, Terms and Conditions or Consent Forms:
And then there is the minefield of how to manage email communications with your client, deal with social media contact or, for CBT practitioners like me, having to record therapy or supervision sessions for BABCP accreditation. You might find these policies useful:
There are also the mechanics of preparing your clients for a video call session. How do you advise them? What should you do as a therapist to prepare? Fear not – I have produced these too:
After completing training and seeking expert advice I developed these documents for use in my own online therapy and supervision practice. Testing them out and refining them has taken many hours of hard work! After receiving lots of requests from colleagues to share them, I am finally making them available for you to purchase so you don’t have to sweat blood and tears like I have had to! I am making them available as customisable Word documents and PDF templates so you can tailor them to your online psychology or counselling private practice. Each PDF template* is available in five different colourways with space for you to insert your logo so they match your personal branding. The documents have been reviewed and edited by a lawyer to ensure they cover the necessary GDPR and legal requirements for therapists working under English legal jurisdiction, whether they are seeing clients resident in the UK or internationally.
How to use them
I personally use all of these forms combined because I do not think any single one contains everything it needs to. I decided not to put everything in one long form because it it is too overwhelming for a client. Instead I give them spaced out over the first few sessions. I don’t always use the ‘Consent to Share’ one unless there is something I am very concerned about and need to communicate to someone else. I use WriteUpp and I take client consent using the inbuilt ‘Consent’ function. If you don’t have WriteUpp, I have provided email templates to accompany the documents. You’ll see that there is an emphasis on video therapy, rather than conducting therapy by text, chat, avatars or email. This is because that is what I find most clients want, and therapists too. However, most of the principles are the same and therefore these documents should be useful to you too if you work via these modalities.
I’ve shared my step by step guide on how and when I use them. I know from personal experience it can be really hard to know when to send contracts and consent forms. It took me a long time to work out a system that worked: send too many at once and people don’t do them and you have to chase, thus wasting time. Send them too late and you are working unprotected.
I hope you find this useful! It’s certainly something I wish I had had when I first set up on my online therapy private practice.
When to use them: a step-by-step guide
1. Immediately after the client first books their session:
For clients: Client Details Form
This collects information about their name, address, contact details, preferred method of contact and consent for leaving messages, GP details and consent for contacting them, next of kin/emergency contact details, a short explanation why I collect that info including limits of confidentiality and special arrangements for clients outside the UK, consent for collecting anonymised data for service evaluation and audit purposes.
For supervisees: Supervisee Details Form
I collect the same consents but in addition I ask for their line manager and professional accrediting body if in the event I am concerned about their professional practice.
2. When I send out the first invoice prior to the session:
I always take payment before my sessions and at the bottom of the invoice email I provide my T & Cs. This informs them of my fee, cancellation policy including special arrangements for clients late or having difficulty connecting via telephone or video call, basic guidelines about confidentiality and technical glitches, connection loss and arrangements for that, and under what circumstances I will waive a fee if there is a connection loss.
3. Once the client has paid and the online session is confirmed:
I send out an Email to clients preparing them for their first appointment by video call (this includes the online link to their video session and directs them to read the following document:
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- Preparing for Your Video call (if a client) or
- Preparing for your Supervision session (if a supervisee).
These documents give practical tips about maximising call quality, and a Plan B if technical glitches arise. Tips around protecting confidentiality and privacy of the call are also provided with photos of how to operate basic functions such as audio and video on the screen. I encourage people to use Ethernet where they can and because in my experience people often don’t know what this is because they have become so used to wifi I provide the Guide to using Ethernet. This has photos of what an Ethernet socket and lead look like and explains why it is worth connecting this way if possible. I use Zoom and I have made a picture guide on Ways to Join a Video call
4. Just before the first or second session:
Data Protection and Privacy Consent
This provides all the necessary statements regarding how I meet my obligations under GDPR. In it I name the electronic products I use to run my practice as these are ways their data is processed. There is a statement about the legal jurisdiction that the work is taking place under (particulary relevant for clients outside the UK) and what they can do if they wish to raise a complaint.
5. At the end of the assessment phase and when we are ready to start therapy:
This contract applies to both face to face and online therapy as there is a sub-section on online therapy for those clients who are receiving therapy that way. I don’t use separate contracts because it is a) less onerous for those clients who see me online and face to face, b) less admin for me c) it is unnecessary as the single document contains appropriate information for both situations.
Contract for Email and Phone communication
At this stage I set clients up with a free encrypted email account and share the Email and Phone Contract. I go over what the focus of therapy will be, how many sessions we contract initially, when we’ll review, when and how we meet and what my fee will be. The contract also explains the benefits and drawbacks of online therapy and what my personal therapeutic approach is, what I expect of them and what they can expect of me. There is a statement about dual relationships and boundaries, social media contact outside the therapeutic relationship and finally their consent is gained to participate in therapy sessions. When consenting, clients are directed to read my Social Media and Communications Policy and Audio-Visual recordings Policy.
6. As therapy unfolds if needed:
I will already have gained consent regarding GP contact, but if I need any other consent I send this form out at that point.
* Please note the PDF templates are partially editable. You can insert your logo and company name and fields are available for clients to insert their information. However, as they are PDFs certain formatting features are fixed. You can however fully edit the Word documents which contain identical content.
Website Cookie Policy
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The use of cookies and similar technologies has for some time been commonplace and cookies in particular are important in the provision of many online services. Using such technologies is not, therefore, prohibited by the Regulations but they do require that people are told about cookies and given the choice as to which of their online activities are monitored in this way.
You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.
This website does not collect or store any of your personal information.
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Updated 04 may 2018
GDPR compliance statement
Online Psychology and Counselling Ltd respects and complies with the EU General Data Protection Regulations (GDPR) enacted under the UK Data Protection Act 2018.
Some of the key ways we comply with these regulations are:
Consent
We explain what you are consenting to and ask that you explicitly consent to contact from us.
Breach Notification
In the event of a breach we will notify affected users within 72 hours of first having become aware of the breach.
Right to Access
Users can request confirmation as to how personal data concerning them is being processed, where and for what purpose. Further, we shall provide a copy of the personal data (free of charge), in an electronic format.
Right to be Forgotten
Once we no longer need to keep your personal information we will delete your personal data, normally after 8 years. If you request us to delete your personal data sooner, we will comply where it is applicable.
Right to Amend
You have the right to make amendments to the data we hold for your where necessary. You may withdraw your permission for us to hold your personal data at any time. However this must be done in a written format.
Data Portability
We allow you to receive the personal data concerning you, which we will provide in a 'commonly used and machine readable format' and you have the right to transmit that data to another, provided permission has been authorised in writing from any other party connected with the recording.
Privacy by Design
We implement appropriate technical and organisational measures, in an effective way in order to meet the requirements of this Regulation and protect the rights of data subjects. We hold and process only the data that’s absolutely necessary for the completion of our duties (data minimisation), as well as limiting access of personal data to specified third parties with your permission.
Privacy policy
Section 1 - What do we do with your information?
If you choose to fill in a contact form on our website, we will store that information for the length of our agreement and only use it for the purpose of contacting you in relation to our agreement.
When you browse our site, we also automatically receive your computer’s internet protocol (IP) address in order to provide us with information that helps us learn about your browser and operating system.
Email marketing: With your explicit permission, we may send you emails about our products and other updates.
Section 2 - Consent
How do you get my consent?
When you provide us with personal information we ask you to explicitly consent to our collecting it and using it for that specific reason only.
If we ask for your personal information for a secondary reason, like marketing, we will either ask you directly for your expressed consent, or provide you with an opportunity to say no.
How do I withdraw my consent?
If after you opt-in, you change your mind, you may withdraw your consent for us to contact you, for the continued collection, use or disclosure of your information, at anytime, by contacting us at our registered address or email.
Section 3 - Disclosure
We may disclose your personal information if we are required by law to do so.
Section 4 - Data Storage
Your data is stored through SQL data storage and databases. We store your data on a secure server behind a firewall.
Section 5 - Third-party services & links
In general, the third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to you.
When you click on links on our site, they may direct you away from our site. We are not responsible for the privacy practices of other sites and encourage you to read their privacy statements.
Section 6 - Security
To protect your personal information, we take reasonable precautions and follow industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed.
If you provide us with your personal information, the information is encrypted using Secure Sockets Layer (SSL)
and stored with Secure Sockets Layer (SSL) encryption. Although no method of transmission over the Internet or electronic storage is 100% secure, we implement Secure Sockets Layer (SSL).
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Section 7 - Cookies
Here is a list of cookies that we use. We’ve listed them here so you can choose if you want to opt-out of cookies or not. Opt-out by altering your web browser’s settings to reject cookies.
Prodlytic Collector
Section 8 - Changes to this privacy policy
We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.
Section 9 - Complaints
Complaints relating to the holding of your personal data should be directed to the Compliance Officer, details below. We aim to respond to all complaints within 30 days.
Questions and contact information
If you would like to: access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information contact our Compliance Officer Dr Alesia Moulton-Perkins on 07903653177 or by email
Contact me
For enquiries related to therapy or diagnostic assessments for Autism, ADHD or Tourette Syndrome/Tic Disorder, please contact me via our NeuroDiverse Online service. Our Practice Manager Adele will be able to book you directly into my diary. Please contact her on
- 07562 386687 (if calling from within UK)
- + 44 (0) 07562 386687 (if calling from outside UK)
For therapy enquiries (not related to neurodiversity) please contact me directly on:
This email address is being protected from spambots. You need JavaScript enabled to view it.
UK telephone number
- 07903 653177 (if calling from within UK)
- + 44 (0) 7903 653177 (if calling from outside UK)
French telephone number
- 07 88 44 19 90 (if calling from within France)
- + 33 (0) 7 88 44 19 90 (if calling from outside France)
Frequently Asked Questions
Please click on the tabs below.
1. How can I be sure that the online platforms you use are secure?
I use an encrypted, secure and confidential email, messaging and videoconference platform. I use the same level of security as European Union and NHS services demand, whilst also high enough to meet the stringent US HIPAA laws.
2. Call I use Skype to have my sessions with you?
The application I use for face to face contact is like Skype, but it is more secure and has better stability with fewer glitches. You won’t have to download anything to your desktop: all you do when you start a session with me is click on a link.
3. Why see a clinical psychologist?
Clinical psychologists are trained to work with individuals of different ages with behavioural, emotional and/or psychological distress which disrupts their everyday functioning and well-being. They aim to reduce distress and to enhance and promote psychological well-being, minimise exclusion and inequalities and enable patients to engage in meaningful relationships and valued work and leisure activities.
Choosing a Clinical Psychologist guarantees that you will meet with a well-qualified professional with among the highest standards of training in treating mental health issues available in the UK. They will have completed a minimum of 6 years of study – an undergraduate degree plus a three year doctorate. They will have studied more than one psychological therapy model (CBT, systemic and psychodynamic amongst others) which means they can understand and treat your problems using a wide range of ‘tools’ or techniques. The term "Clinical Psychologist" is protected in law. In order to practice as a Clinical Psychologist I have not only met the qualification requirements, I practice to the highest ethical and professional standards and I am registered with the Health & Social Care Professions Council and British Psychological Society.
Psychological formulation
We are trained in the use of psychological formulation. This is a method of producing a shared understanding (often written down and/or drawn in a diagram) of your strengths, past experiences and current difficulties which can help sharpen our understanding of what has brought you to therapy, as well as pointing us in a useful direction towards resolution. It can be such a helpful way of gaining a new perspective, compassion and understanding for yourself, as well as hope about ways forward.
Broad training
Training in Clinical Psychology includes experience working with young children, adults, older adults (including people with dementia diagnoses), people with learning disabilities, and more. It is a thorough training in psychology across the lifespan. Alongside therapy training, we also learn how to conduct detailed psychological assessments including assessments of cognitive functioning, as well as conducting research to doctoral level. This broad, varied and thorough understanding of human psychology, alongside training in multiple therapies, is what places Clinical Psychologists a unique position to understand your difficulties through multiple lenses, not limited by one particular model or approach.
4. What’s the difference between counselling and clinical psychology, and do you offer counselling?
People often use the terms ‘counselling’, ‘psychological therapy’, ‘psychotherapy’, or ‘psychology’ interchangeably, but in fact they differ. These differences can be subtle and will vary according to individual practitioners.
Let’s look at the similarities first. As a client, the similarities you are likely to notice are that you will have the opportunity to explore your feelings and experiences safely with a qualified professional. In addition to listening carefully and asking relevant questions, both psychologists and counsellors will develop an understanding of your distress based on relevant theory, and will use this to guide the sessions. Another similarity is that both psychologists and counsellors will use an initial session (or sessions) to decide with you if they are the right person to help.
One of the main differences you are likely to notice is that psychology tends to focus in from a broad examination of your life towards identifying a particular issue that may be sustaining your problems, and works to overcome this using tried and trusted techniques. Counselling, on the other hand, often maintains a broader focus. It may be helpful to think of psychology as being based in traditional science, and counselling as a more philosophical approach. This is reflected in the training: a clinical psychologist must by law have a doctorate in clinical psychology, while a counsellor should have at least a diploma recognised by one of the professional bodies (e.g. the British Association for Counselling and Psychotherapy). The initial training each profession receives varies in length and breadth: Counsellors’ train in one therapy model with a particular age group, whereas clinical psychologists are trained in several models and several client groups. Each approach has its pros and cons, and at the end of the day which you choose is very personal. Just bear in mind though that the title ‘counsellor’ is not protected in law, so it is important to check what training your chosen professional has.
At the moment Online Psychology and Counselling.Com is just me! So no, unfortunately I don’t strictly speaking offer ‘counselling’ as I am a psychologist. My vision in the future is to bring on board some counsellors to work alongside me. Then clients will have a choice between psychology and counselling for their therapy.
5. What can I expect at the first appointment?
Your first appointment is called an ‘assessment’. This is 1.5 hour session via video call where I will ask you some questions about the problem you are seeking help with and give you some questionnaires to fill out (much like the ones on the Take a Test page on this website). I will use my expertise to make a psychological ‘formulation’ and treatment plan. A formulation describes your problem and how severe it is. It features an explanation of how your problems started, what might be keeping them going and therefore what needs to change for you to feel better. Together we will agree to a treatment plan that will facilitate those changes. Your treatment plan will feature one of the options here (see ‘Therapy Options and Fees’ page). If I think I am not the best person to help you, I will make some recommendations about where you can get further help.
6. How long will my therapy be?
This very much depends on the problem you are seeking help with, but generally I recommend you start with 6 sessions and then we can review to see if you require more. Generally speaking moderate to severe problems with anxiety require 12 sessions, whereas milder problems can be helped in 6. For depression the recommendations are 16-20 sessions, although again like anxiety if the problem is not too severe you may not need as many. Generally speaking therapy is more effective if it is regular and weekly.
7. When do you offer sessions?
I have a variety of days and evenings I offer therapy. Please see my online calendar to see my availability and book your session in.
8. Can I see you face to face?
Yes! That is, you can see me face to face via video call, or videoconference like Skype. This isn’t ‘in person’ of course but has many of the same advantages. I offer a small number of appointments 'in person' at my Worthing consulting rooms.
9. Do I need any special equipment to have an online counselling session?
Just a computer or smart phone. Ideally you will be able to plug into Ethernet as that can make the video call more stable as wireless sometimes can be affected by thick walls, other people using the line etc. Also, having a headset or earbuds can make your call more private and improve call quality. See my downloadable guide to preparing for your video call
10. How much do you charge and how can I pay?
Please see my Therapy Options and fees page.
11. I have health insurance, can I use that to pay for therapy?
Yes, this should be possible depending on your insurance company. Contact me to discuss further.
12. What happens if I cannot come to a session I’ve booked?
Please let me know 48 hours in advance. There will be no charge and we can re-schedule. If you cancel or do not attend your session with less than 48 hrs notice you will pay the full fee for the session. In the case of pre-paid ‘packages’ you will lose the session for that week.
13. What happens if the technology goes down during a call, and we have to abandon the session?
Internet and technical glitches happen, and I’m afraid working online means this will inevitably occur at some stage. I do everything I can to make sure this doesn’t happen e.g. plugging into ethernet can make a huge difference and using a modern computer. However, if it does happen we will finish the video call and try going back in. Often that solves the problem. If it doesn’t and the problem re-occurs then we will cancel the session and I will offer you another free of charge if the problem was in the first 20 minutes of our session.
14. Will you keep my information confidential?
I am registered with the Information Commissioner’s Office for the purposes of storing sensitive information. I am legally bound to protect your information and cannot share it with others unless I am worried about your safety, or that of someone you care for. Online work involves using videoconferencing and other online mediums. I adhere to European Union data protection laws and only use encrypted, secure platforms. I take your data protection very seriously and abide by professional practice guidelines such as the BACP guidelines (link to resources page).
Like all therapists I have regular clinical supervision. Clinical supervision provides an opportunity for therapists to reflect on and review their practice; and change or modify their practice and identify training and continuing development needs. In supervision I do not share identifying details of my patients and my supervisor will also treat this information confidentially.
15. What can I do if I am not happy with the service?
You can contact the HCPC that provides my registration as a clinical psychologist, the BPS that I am chartered with, or the BABCP that provides my accreditation in CBT. I would hope that you can talk to me first and I am eager to receive feedback so I can make my therapy more effective.
16. Can I ‘friend’ you on Facebook, or follow you on Twitter?
In therapy we avoid what are called ‘dual relationships’. They are when you have a friendship or intimate relationship with someone you have contracted for a professional therapy service. These are unethical and prohibited by all the main professional bodies in their ethical guidelines. This is to protect your wellbeing and make sure the therapy is as effective as possible. Being a friend on Facebook would be contravening this and therefore I will not respond to friend requests. Following me on Twitter is fine but I won’t respond to any of your tweets as this may betray your confidentiality. More detail can be seen in my social media policy.
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Dr Alesia Moulton-Perkins
Online Psychology and Counselling Limited.
Registered company in England and Wales (Companies House 10940785)
Registered office address: Online Psychology and Counselling Ltd, 71-75 Shelton Street, London, WC2H 9JQ