🚀 Module 4: Legal & Compliance Basics
HIPAA, disclaimers, contracts — risk-proof your practice.
2. Why It Matters
Without the right legal and compliance basics, even the best coaching practice is vulnerable. A missing disclaimer, unclear contract, or overlooked privacy law can undo years of hard work. This module ensures you create a business that’s safe, professional, and built for growth. Getting these systems in place early means fewer headaches, more trust from clients, and smoother scaling later on.
3. Step-by-Step Guide
Secure Your Business Entity
Register an LLC (or equivalent) to separate personal and business liability. This protects your personal assets if legal issues arise.
Lock In Your Client Agreement
Define scope, payments/refunds, cancellations, confidentiality, IP, and limitation of liability in plain language. Require e-signature before starting.
Publish Disclaimers Everywhere
Place a health disclaimer on your website footer, intake forms, and the agreement. Redundancy clarifies boundaries and reduces risk.
Privacy & HIPAA Best Practices
If you touch PHI or work with covered entities, follow HIPAA. Even if not required, adopt secure platforms, least-access rules, and BAAs where needed.
Insurance & Recordkeeping
Get professional liability (and cyber if storing client data). Keep signed agreements and key messages archived for at least 2–7 years (per locale).
4. Examples & Options
Real-World Example: Sarah, a health coach, avoided a refund dispute when a mid-package client quit. Her contract’s clear refund & cancellation clause and signed acknowledgment protected revenue and goodwill.
DIY (Free/Low-Cost)
State LLC filing + reputable contract/disclaimer templates; e-signature via Google Drive or PDF tools.
Mid-Level
HoneyBook/Rocket Lawyer for workflows, e-sign, and vetted clauses; use SimplePractice for secure client records.
Advanced
Hire a health law attorney to localize contracts, privacy policy, and BAAs; add cyber insurance and annual legal review.
5. Common Mistakes to Avoid
- ❌ Running with verbal “agreements”.
✅ Require e-signed contracts before any paid work. - ❌ Copy-pasting someone else’s contract.
✅ Customize to your services, jurisdiction, and refund policy. - ❌ No chargeback clause.
✅ Add explicit language about disputes and the process for resolving them. - ❌ Storing client notes in unencrypted docs.
✅ Use secure platforms with MFA and access controls. - ❌ Disclaimers only on the website.
✅ Add to intake forms and the agreement with an acknowledgment checkbox.
6. Quick Win Highlight
💡 Quick Win: Add this exact footer disclaimer to your site today:
“The coaching provided is for educational purposes only and is not a substitute for medical diagnosis or treatment. Always consult your physician before starting any wellness program.”
7. Mini-Implementation Exercise
Copy this mini-worksheet into your notes and check each box today:
- [ ] LLC filed or entity confirmed
- [ ] Client agreement template finalized & e-sign ready
- [ ] Disclaimers placed (site footer, intake, agreement)
- [ ] Privacy approach chosen (HIPAA/“HIPAA-lite”) + secure tools
- [ ] Liability insurance quote requested/activated
8. Tools & Resources
Fast, guided LLC filings and compliance reminders.
Attorney-vetted templates + e-sign and easy edits.
Proposals, contracts, invoicing, and automations in one.
HIPAA-ready client records, scheduling, and billing.
Affordable professional liability coverage for wellness pros.
Secure drives, email, and doc controls with multi-factor auth.
9. Checkpoint / Success Criteria
10. Summary & Next Step
- Protect yourself with the right entity, contracts, and disclaimers.
- Adopt privacy best practices and secure, HIPAA-ready tools.
- Carry liability insurance and archive signed docs securely.
- Review annually and update as services evolve.