Managed IT for offices across Auckland and Hamilton [email protected]
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IT support for counselling and psychology practices

Clients share things in sessions they may never have told anyone else. We help practices keep those notes, messages and video sessions private, without making technology a barrier to care.

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Meeting room with a screen set up for a video call
From $69per user per month + GST, prices on the page
No lock-inmonth-to-month plans, 30 days' notice
Onsitetechnicians across Auckland and Hamilton
One teamfor IT, security, internet and phones

IT for counselling & psychology practices

Confidentiality sits at the centre of counselling and psychology. Session notes, assessment results and correspondence can reveal mental health history, relationships, trauma and legal matters, and a breach can do real harm to a client. The Health Information Privacy Code 2020 applies to this information, and professional bodies and registration authorities expect practitioners to keep records secure. Yet many practices are small, with practitioners working from shared rooms or from home, and IT is often something each person has sorted out for themselves.

Telehealth has become a normal part of practice, which brings its own questions. Which video platform should be used, how do you know the session is private, and where do recordings or chat logs end up? Clients email and text between sessions, booking reminders go out automatically, and referral information arrives from GPs, ACC, employers and schools. Each channel is a place where sensitive details can leak if it is not set up with care.

Office IT supports counselling and psychology practices with three to seventy-five staff. We set up secure, individual accounts for every practitioner, choose and configure telehealth and email so they suit confidential work, make sure notes live in a protected system rather than on personal laptops, and give home-based practitioners the same protection as those in the rooms. Support is remote anywhere in New Zealand, with onsite visits in Auckland and Hamilton when they are needed.

Common IT problems in this industry

Highly sensitive notes

Session notes and assessments may contain details that would cause serious harm if exposed. They need stronger protection than ordinary business files.

Practitioners working from home

Many practitioners see clients online from home on personal computers that family members may also use.

Video session privacy

Consumer video apps, open meeting links and stored recordings can expose sessions to people who should never see them.

Sessional and contract practitioners

Contractors come and go, and each needs access to the right records only, removed promptly when they leave.

Email and text with clients

Clients often communicate by email or text, which is convenient but easily misdirected or seen on a shared screen.

Referral information arriving everywhere

Referrals from GPs, ACC, employers and schools arrive by email, post and portal, and can end up scattered across inboxes.

What we set up for you

Notes in a protected system

Client notes are kept in a secure practice system or locked-down Microsoft 365 location, never as loose documents on laptops or in email.

Managed devices for home practice

Practitioners who see clients from home use managed, encrypted laptops with their own sign-in, separate from the family computer.

Private telehealth setup

Video sessions run on a business platform with waiting rooms, unique meeting links and recording switched off by default.

Role-based access

Each practitioner sees their own clients' records, and contractor access is removed in one step when an engagement ends.

Careful email configuration

Email filtering, encryption options and recipient warnings reduce the chance of a message reaching the wrong person.

One inbox for referrals

Referrals arrive in a shared, access-controlled mailbox and are filed to the client record, rather than sitting in personal inboxes.

Systems we support

We work with the software and equipment your business already relies on, and with your software vendors when something needs their help.

  • Cloud practice management and clinical notes software
  • Microsoft Teams or similar business video platforms
  • Online booking and appointment reminders
  • Secure forms for intake and consent
  • Online assessment and outcome measure tools
  • ACC and funder invoicing through your practice software
  • Microsoft 365 with encrypted email

Start with a free IT health check

A technician reviews your computers, accounts, backups, security and network, then gives you a short written report with the risks ranked and a price to fix them. No charge, no obligation.

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Services that fit

Network cables plugged into a firewall in a rack

Cyber security

Practical protection against scams, ransomware and account takeover, set up and kept current.

Cyber security
Team working together on laptops in an office

Microsoft 365

Licences, email, Teams and SharePoint set up properly, moved across safely and managed for you.

Microsoft 365
Office team working at desktop computers

IT support

Remote and onsite help when you need it, billed by the hour. No plan, no contract.

IT support

IT for counselling & psychology practices: questions

Which video platform should we use for sessions?

Use a business-grade platform with proper accounts, waiting rooms and controls over recording, rather than a consumer app. Microsoft Teams works well for practices already on Microsoft 365, and many practice systems include their own telehealth. We set it up so links are unique and recordings are off unless deliberately enabled.

Is it acceptable to keep notes in Word documents?

It can be, if the documents are stored in a protected, access-controlled and backed-up location. The risk comes from copies saved to desktops, downloads folders or USB sticks. Many practices find a dedicated practice system easier to secure, and we can help either way.

How do we protect practitioners working from home?

We provide a managed laptop with encryption, its own sign-in and multi-factor authentication, used only for practice work. If it is lost or a practitioner leaves, we lock it and remove their access remotely.

Can clients email us safely?

We set up filtering and encryption options, warnings for external recipients and a clear policy on what should and should not be sent by email. For sensitive documents, secure forms or the practice system's client portal are usually a better choice.

What does the Health Information Privacy Code mean for our IT?

It requires reasonable safeguards for client information. For a practice that means individual accounts, encryption, access by role, secure video, protected email and backups that work. We set those up and document them, while practitioners and your privacy officer manage consent and disclosure.

We only have a few practitioners. Is managed IT worth it?

For small practices it often costs less than the time practitioners spend fixing things themselves. The Essentials plan starts at $69 per user per month plus GST, and most practices handling sensitive notes choose Managed at $119, which adds email security and Microsoft 365 backup.

Other industries we work with

When IT breaks, work stops.
Let's keep it running.

Start with a free IT health check. We'll show you what is working, what is at risk and what it would cost to fix.

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