PRO Tips:

1. Explain First, Sign Later

Getting a client to sign a consent form isn’t enough. It’s important to have a real conversation about what they’re agreeing to.

Make sure your client understands:

• What services you’re providing and for how long
• Why you’re recommending them
• What the benefits are
• What the possible risks or side effects might be
• Any limitations of the service (what it can and can’t do)
• What other options are available

Use clear, everyday language; avoid jargon. Make sure they feel comfortable with the plan before moving forward. This helps build trust and reduces the chances of confusion or complaints later on.

2. Inform Clients About Their Rights

Clients have the right to make informed decisions about their care. That includes accessing information in their records, refusing or stopping treatment at any time, revoking consent, and seeking care elsewhere. Clearly explaining these rights upfront reinforces transparency, reduces the chance of miscommunication, and helps protect you from complaints or liability issues later on.

3. Be Transparent About Technology

Clients have the right to know how their information is being shared, stored, and used—especially when technology is involved. Let them know:

• What platforms you use and why
• Whether their messages or emails will be part of their client record
• Any potential risks to data privacy
• What you’re doing to keep their information secure

Being transparent supports informed consent and helps you meet your legal obligations under and any provincial privacy laws (like PHIPA in Ontario or PIPA in Alberta & BC). It also reduces the risk of misunderstandings, complaints, or allegations of misrepresentation, especially if a privacy concern or data breach arises.

RELATED: Which healthcare privacy laws apply to my practice?

4. Tailor to Each Client

Not every client can give consent in the same way. Be mindful of language barriers, cognitive challenges, cultural differences, or health conditions that might affect their ability to consent. If a client can’t consent due to age or capacity, involve a substitute decision-maker (like a parent or legal guardian) based on the laws and policies in your province. Taking the time to tailor your approach shows respect for the client and helps you meet your legal and professional responsibilities.

5. Document Consent

While verbal consent is an important first step, it’s not enough on its own. Always make sure you have a clear, written record of consent. Whether it’s through a contract, a waiver, or even an email, having this documented protects both you and your client by showing there was mutual understanding and agreement.

Include in your client records:

• Verbal and written consent
• Any questions or concerns raised by the client
• Clarifications or follow-ups
• The client’s right to withdraw or refuse treatment at any time

If a claim arises, having a thorough record of the consent conversation can make all the difference.

RELATED: Document Like a Pro: Tips to Protect Your Career from Allegations

6. Follow Professional Standards

Your consent process should always meet the requirements set by your regulatory body, align to your profession’s ethical standards, and follow your organization’s internal policies (especially when delivering care across provinces, where rules may differ). Regularly reviewing and updating your procedures ensures you’re staying compliant and minimizing your exposure to claims.

7. Allow Time for Questions

Encourage clients to ask questions and make sure they feel comfortable speaking up. Providing resources before appointments, such as brochures, website links, or short videos, gives them time to review and reflect. This helps clients fully understand their care, make informed decisions, and feel confident in the process. It also reduces the risk of misunderstandings, complaints, or claims, protecting both your clients and your practice.

8. Regularly Revisit

Consent isn’t a one-time event. If your services, tools, or a client’s situation changes, check in to make sure they still understand and agree to the care you’re providing. It’s also important to revisit your own consent process: review industry guidelines, regulatory requirements, and best practices regularly to stay current and compliant. These check-ins not only prevent misunderstandings but also show that you’re committed to professionalism and transparency. Additionally, be sure to always document these check-ins.