1. Purpose
This policy sets out the standard procedures for conducting online and remote sessions at Prior Mindset. It ensures client safety, privacy, and service quality while reducing risks associated with remote delivery.
2. Scope
This policy applies to:
All practitioners, staff, associates, and contractors delivering sessions online or by telephone/video.
All clients of Prior Mindset engaging in remote sessions.
All approved platforms (Microsoft Teams, Zoom Healthcare/Enterprise) and associated systems (WriteUpp).
3. Policy Statement
Remote sessions will follow structured protocols to protect confidentiality, safety, and professional boundaries.
Practitioners must ensure sessions are conducted securely and ethically at all times.
Clients will be made aware of these protocols during the informed consent process.
4. Session Protocols
4.1 Identity Verification
At the start of the first session, the practitioner must verify the client’s identity (e.g. confirming full name, date of birth, or a form of ID if required).
For child or young person clients, parental/guardian consent must be verified and recorded in WriteUpp.
4.2 Privacy Checks
Practitioners must conduct sessions from a private, secure environment with no unauthorised individuals present.
Clients must confirm that they are in a safe and private space. If not, the practitioner should agree adjustments (e.g. rescheduling).
4.3 Emergency Contact & Location
At the start of every session, the practitioner must:
Confirm the client’s current physical location (address).
Confirm or update the emergency contact details recorded in WriteUpp.
This ensures that support services can be contacted if a crisis arises.
4.4 Technical Protocols
Practitioners and clients should ensure devices are charged, software is updated, and internet connections are stable.
If connection drops:
Practitioner will attempt to reconnect immediately.
If reconnection fails within 5 minutes, the session will continue by telephone if possible.
If contact cannot be re-established, the practitioner must attempt to reach the client via their emergency contact details.
4.5 Recording of Sessions
Recording or screenshots are strictly prohibited unless explicit written consent has been given by both client and Prior Mindset management.
The Recording and Images Policy applies.
5. Crisis Response
If a client expresses intent to harm themselves or others, the Crisis & Emergency Management Policy applies.
Practitioners must remain with the client online or by phone until help is arranged.
6. Professional Boundaries
Practitioners must maintain the same professional boundaries online as they would in face-to-face sessions.
Personal contact details must not be shared with clients.
All communication outside scheduled sessions must go through approved channels.
7. Responsibilities
Practitioners
Ensure compliance with this protocol at every remote session.
Record confirmation of identity, privacy, and location in WriteUpp session notes.
Report technical or safety issues to management.
Management
Provide secure technology platforms and training.
Monitor compliance via supervision and audit of records.
Review policies in line with best practice and legal requirements.
8. Monitoring and Review
Supervisors will review session notes during routine audits to confirm compliance.
Client feedback will be collected to ensure the process is safe and effective.
This policy will be reviewed annually or sooner if guidance changes.
9. Policy Ownership
Owned by: Senior Management Team / Designated Safeguarding Lead
Applies across all Prior Mindset services and platforms.