Below is a comprehensive telehealth provider checklist you can use to set up and run safe, effective remote consultations. It’s organised into categories so you can tick items off or adapt it into your own practice policy or EMR template.

Administrative & governance

• Define scope of telehealth services (types of visits, patient groups, hours).
• Create written telehealth policies/protocols (consent, documentation, tech failures, escalation).
• Ensure compliance with local laws, licensing and payer/insurer requirements (confirm telehealth rules for your jurisdiction and professional board).
• Maintain indemnity/insurance coverage for telehealth practice.
• Establish quality and safety metrics (no‑show rate, technical failure rate, outcome measures).
• Train staff on telehealth workflows, privacy, clinical escalation and triage.

Patient selection & onboarding

• Identify which patients/conditions are appropriate for telehealth vs in‑person.
• Screen patients before appointment for suitability (clinical, safety, technology, environment).
• Provide patients with clear pre-visit information: how to connect, device requirements, privacy expectations, consent forms.
• Offer alternative arrangements for patients with limited English, low literacy, disabilities or limited technology.
• Confirm patient identity and location at start of visit (collect physical address and emergency contact).

Consent & documentation

• Obtain and record informed consent for telehealth (document date/time, method, patient agreed to telehealth).
• Explain limitations of telehealth, potential risks, and plan for emergencies or need for in‑person care.
• Document the consultation thoroughly: reason for visit, history, exam findings (observational), clinical decision-making, aftercare plan, prescriptions, referrals.
• Store recorded sessions only if you have explicit consent and a secure storage policy.

Clinical care & safety

• Use standard clinical protocols adapted for remote assessment (triage red flags, escalation criteria).
• Have a documented plan for emergencies (if patient unsafe, local emergency services contact, how to transfer to in‑person care).
• Confirm patient location and ability to receive local emergency services at each visit.
• Ask about environment (privacy, presence of others), and ensure patient can speak freely.
• Use symptom checklists and validated remote assessment tools where possible.
• Arrange appropriate follow-up and ensure prescriptions, investigations and referrals are sent and tracked.

Technology & security

• Choose an approved, secure telehealth platform (end‑to‑end encrypted, HIPAA/GDPR-compliant where relevant).
• Ensure software meets privacy, data storage and retention requirements for your jurisdiction.
• Maintain up-to-date devices and operating systems; use a stable internet connection (wired or high-quality Wi‑Fi).
• Test audio/video, camera framing, lighting and microphone before visits.
• Have a documented backup plan for tech failure (telephone fallback, rescheduling policy).
• Limit recording, screen sharing, or file transfers unless clinically necessary and authorised.

Privacy & confidentiality

• Use private workspaces with no unauthorized access to screens or patient information.
• Use secure networks (avoid public Wi‑Fi); consider VPN for added security.
• Minimise visible patient information on screen; lock devices when not in use.
• Ensure staff understand privacy obligations and breach notification procedures.

Billing, coding & administration

• Verify payer/insurer telehealth billing rules, patient eligibility and consent to bill.
• Use correct telehealth codes and document modality (video/phone) and duration.
• Inform patients of any out-of-pocket costs before the visit.
• Track and reconcile telehealth claims and denials.

Accessibility, equity & cultural safety

• Provide options for people with hearing, vision or cognitive impairments (captions, larger text, interpreters).
• Offer language services and culturally safe care (access to interpreters, culturally appropriate resources).
• Have alternatives for patients without devices or reliable internet (telephone, clinic‑based telehealth kiosk).

Staff roles, workflow & training

• Define roles: who schedules, checks tech, obtains consent, documents the encounter, follows up.
• Provide role‑specific training (clinical, administrative, IT support).
• Create pre-visit checklists for clinicians (patient identity, consent, meds list, prior notes).
• Include downtime procedures and who handles escalations.

Equipment & environment

• Clinician: reliable computer/tablet with camera, headset, external microphone if needed; charger; dual monitors if possible.
• Patient: guidance on device, camera positioning, lighting and privacy.
• Clinic: secure storage for recorded data, spare equipment, signage for telehealth rooms.

Clinical quality & improvement

• Monitor key metrics (clinical outcomes, patient satisfaction, technical issues, wait times).
• Solicit patient feedback after visits; review and act on complaints.
• Regularly review and update telehealth policies and training.

Legal, records retention & audit

• Keep records according to local medical records retention rules.
• Ensure third‑party telehealth vendors meet contractual, privacy and security requirements.
• Conduct periodic audits of telehealth encounters for quality and compliance.

Emergency & escalation checklist (to use during each consult)

• Confirm patient full name and location (address).
• Ask if patient is safe and alone; identify any immediate risks.
• If emergency: call local emergency services (note number) and stay on the line if required.
• If technology fails and patient at risk: call patient’s phone, contact emergency contact, or notify local services.

Templates & forms to prepare

• Pre‑visit instructions email/SMS.
• Telehealth informed consent form.
• Triage/eligibility checklist.
• Telehealth SOAP note template (include modality, consent, location).
• Tech failure/reschedule script.
• Billing/consent to bill statement.

Quick pre‑visit clinician checklist (day of consult)

• Confirm appointment, patient identity and consent.
• Review recent notes and medications.
• Test camera/mic, check background and lighting.
• Ensure clinical resources are accessible (e.g., decision support, referral forms).
• Have emergency contact and local resources ready.

Optional extras / tools

• Use integrated e-prescribing, e-referral and secure messaging.
• Consider remote monitoring devices for chronic disease management.
• Use captioning/ASR and interpreter integrations for accessibility.
• Consider patient portal for sending instructions and collecting outcome surveys.

Note: Telehealth rules, billing codes and privacy regulations vary by country and change over time. Before implementing, confirm current local and payer-specific requirements (licensing, Medicare/insurance rules, record retention, data residency).

If you’d like, I can convert this into a printable one-page checklist, a clinic policy template, a SOAP note template pre-filled for telehealth, or a patient pre-visit instruction sheet. Which format do you want?