Safeguarding your session notes
*CAUTION * If you are someone who uses technology (in particular, AI-assisted note-taking) for therapy sessions, this one’s for you all! The year 2020 was not only the year of the COVID-19 virus, but also witnessed something equally alarming in the mental health field. A digital tech application used by professionals recorded sensitive client information such as social security numbers, number of sessions attended, and details of what was discussed in sessions, among other information…all of which was leaked.
Now, who can we blame in this situation? Technology in therapy can truly be both a boon and a bane. This post is neither promoting nor disregarding the use of technology in therapy sessions. Instead, it aims to help you build a safety-net plan that can assist in safeguarding your session notes. So, if you are a mental health professional looking to incorporate technology into your therapy practice, this is the sign for you! Hop on the Technology × Therapy express!
🔐 Use Strong Passwords
This might be the most basic step in preserving any kind of confidential information…but it’s also one of the most essential. So next time, instead of reusing the same password everywhere, take a moment to brainstorm a strong one that’s hard to guess. And when you save your passwords, make sure they’re encrypted and stored securely too.
🔐 Two-Factor Authentication (2FA)
When using a third party to store therapy notes, don’t rely only on a strong password. Enable two-factor authentication, which requires not just a username and password, but an additional step…like a one-time code…adding an extra layer of security. PS: If you are a Google or an Apple user, you can enable MFA and 2FA in that too !
🔐 Using trusted third-party platforms
When it comes to client safety, MHPs already put in immense care and responsibility. This “trust” should be built on accessible and clearly written privacy policies that explain how client data is stored and protected. Additionally, it is essential to review transparent data-sharing policies that clearly state whether client information is shared with third parties, and if so, under what conditions. That said, it’s always better to be extra sure about where client notes are stored. Choose platforms that are trusted and designed specifically for mental health professionals…such as Mentalyc, TherapyNotes, Zensible, Kiku, among others.
🔐 Ensuring HIPAA-compliant digital tools
HIPAA (Health Insurance Portability and Accountability Act) is a widely followed standard in the USA. While India has its own data-protection frameworks such as DPDP, many digital therapy tools also follow HIPAA-aligned practices. Such compliance helps prevent unauthorised access, protects client confidentiality, and strengthens overall data security.
🔐 Data Encryption
Beyond passwords and permissions, encryption is the backbone of safeguarding therapy notes. Encryption ensures that even if data is accessed without authorisation, through a breach, leak, or system vulnerability, it remains unreadable and unusable to anyone without the correct decryption keys. For therapists, this means client session notes, identifiers, and sensitive disclosures are protected not just at login, but at rest (when stored) and in transit (when being sent or synced).
With that, we come to the end of this blog post! And remember…keep your passwords and data safe, because neglecting them can have real repercussions. Take care of yourself, you lovely human beans!
