Discreet Appointment Booking for Counseling: Protecting Client Privacy
TL;DR
- The Issue: "Therapy with Dr. Smith" on a shared family calendar breaks privacy.
- The Fix: Use neutral titles like "Meeting" or "Consultation".
- Stripe: Change your statement descriptor to avoid "Mental Health Clinic" on bank bills.
- Reminders: Keep SMS/Email text generic. No clinical specifics.
For many clients—especially high-profile individuals, couples in conflict, or those hiding therapy from family members—privacy is the barrier to entry.
If your booking confirmation puts "THERAPY SESSION WITH DR. SMITH" in big bold letters on their shared family Google Calendar, you might have just caused a problem.
Here is how to set up a Discreet Booking Flow.
1. Neutral Calendar Titles
The event title on the client's calendar should be neutral. Instead of: "Depression Treatment w/ Dr. Jones" Use: "Consultation" or "Meeting with A.J."
How to do it automatically: In OnlyCaly, you can customize the "Calendar Event Title" for the client.
- Go to Notifications & Calendar.
- Change the event title template to simply
{Service Name}and rename your service public name to "Consultation" or "Coaching Session" if needed, while keeping your internal name specific.
2. Secrets of the "Location" Field
Avoid putting the full address of a sensitive clinic if privacy is paramount. For telehealth, ensure the Zoom link is secure.
- Pro Tip: OnlyCaly sends unique links. This prevents "link reuse" where an ex-partner might guess a static meeting room URL.
3. Discreet Receipts (Stripe)
If you take payments, check your "Statement Descriptor" in Stripe.
- Does it say "MENTAL HEALTH CLINIC"?
- Change it to something professional but vague, like "JONES CONSULTING" or the initials of your LLC.
- This protects clients who share bank statements with spouses.
4. Email Reminders
Ensure the content of your email reminders is discreet.
- Subject Line: "Appointment Reminder" (Not "Therapy Reminder")
- Preview Text: Keep it generic.
5. Client-Side Options
Educate your clients. Tells them:
"Our booking system is private. The appointment will appear on your calendar as 'Meeting'. If you prefer not to receive SMS reminders to your phone, please let us know."
Common Privacy Mistakes
- Detailed Invites: Putting the Zoom link + "Trauma Processing" in the subject line.
- Public Venmo: Accepting Venmo payments where transactions are public by default.
- Group Texting: Accidentally CCing multiple clients in one email. Use BCC or dedicated tools.
Privacy by Design Don't let technology compromise your safe space. Use OnlyCaly to customize every aspect of the booking experience for maximum discretion.
