Every referral letter and every medical aid motivation, you rewrite at night, after the last client.
✕
When a former client asks for their file, or a parent questions your work with their child, you’re not sure what you could show.
If even one of these sounds like you, Psych Practice Sorted was made for you.
PSYCH PRACTICE SORTED
The 2026 Psychology Practice Folder, in 7 stages
A consent form copied from a colleague was written for their practice, not yours. Here your documents come in the order you use them with each client, from the first message to the archive.
Your consents are in writing, as the HPCSA rules for psychology require, your letters carry your HPCSA and practice numbers, and each template states its reference at the foot of the page: law, HPCSA rule or guideline. Even if nobody asks for them, a client can ask for their file any day.
Every document in Psych Practice Sorted carries a coloured dot that tells you whether it applies to you. Answer the 7 questions, one for each stage of the folder.
Required in writing or by POPIAIf it applies to youProtects you
01
The practiceAre your fees, your cancellation policy and how you work with medical aids written down?
02
First contactDoes every client get your POPIA privacy notice when you first collect their details?
03
First sessionFor every client, is there a signed written consent and a written agreement on fees you could show?
04
SessionsDo you write every session note on the same template?
Solves“I improvise the consent in front of the client.”
Written informed consent to psychological services: the HPCSA rules for psychology require it in writing (Annexure 12, rule 11)
A separate written consent for assessment and testing (rule 46), and a service agreement covering fees and medical aid
The limits of confidentiality, including your reporting duties (Children’s Act s 110, Sexual Offences Act s 54), and consent to send the ICD-10 code to the medical aid (HPCSA Booklet 4)
Online sessions, couples and children · 14 templates
Solves“I have the same form for an adult, a couple, a child and online sessions.”
Online sessions: written consent, also required online (rule 11), with your practice number, security measures and an emergency plan (HPCSA Booklet 10)
Couples and families: agreement on confidentiality and on what is shared between partners (rule 58)
Children: the parental consent and the child’s own consent and assent (Children’s Act s 129), a notice to the other parent (ss 30–31) and a record of your attempts to reach them
Report and letter header with your HPCSA registration number, practice number, recipient and subject; written consent to release information (rule 24)
Referral letter to a GP or psychiatrist, factual attendance certificate, medical aid motivation for further sessions
Request for access to records and your reply within 30 days (PAIA s 56), termination letter (rule 66), practice closure letter to clients (HPCSA Booklet 9)
Solves“I’m not sure my clients’ information is handled properly.”
Information Officer registration record: register with the Information Regulator, even if you practise alone (POPIA, s 55)
Security compromise register and notification letters (POPIA, s 22), and a written agreement with your software or video provider (s 21)
Record retention policy (HPCSA Booklet 9: at least 6 years after the last session, children until their 21st birthday, clients with a mental incapacity for life), destruction record, continuity-of-care plan
With your order, the 5 bonuses are added automatically, at no extra cost
Bonuses included
On top of the folder, you get 5 bonuses
BONUS 1 · TODAY R0
Practice sorted in 10 minutes
“I don’t know where to start.”
The stage-by-stage checklist: tick what you have, and whatever stays empty becomes your to-do list.
R49✓ FREE TODAY
BONUS 2 · TODAY R0
The first week with a new client
“I’m starting out, and I keep getting lost.”
Which document to use at each moment of the first week, from the first message to the second session.
R49✓ FREE TODAY
BONUS 3 · TODAY R0
Personalise in 10 minutes
“I don’t have time to edit 72 templates.”
Enter your name, HPCSA registration number, practice number, contact details and logo once, then carry them into every template, in Word or in Google Docs.
“Practice Sorted” guarantee · 30 daysIf the folder isn’t right for your practice, email us within 30 days of purchase and we’ll refund you in full, no questions asked. This is in addition to your rights under the Consumer Protection Act and the ECT Act, including the 7-day cooling-off period. These are editable templates that you adapt to your own practice. They are not legal advice and do not replace advice from an attorney or your professional body.
Fast deliveryStraight after payment you receive the welcome guide with the checklist by email. The 72 templates, the 7 dividers and the 5 bonuses arrive at the same address within 48 hours.
Secure payment
One-off payment
30-day guarantee
By email
★★★★★ 4.9 out of 5
What colleagues who use it already say
Psychologists across South Africa who sorted their paperwork.
★★★★★Naledi M. · clinical psychologist in private practice · Johannesburg
“I’d been using a colleague’s consent form for years. Now I have one for adults, one for couples and one for children, and I don’t improvise in front of the client any more. I put my details on everything in one afternoon.”
★★★★★Riaan V. · counselling psychologist in a shared practice · Pretoria
“My letters never had a subject line or my practice number. With the folder’s header, my HPCSA number, the recipient and the subject are always there: I only write what the letter is about.”
★★★★★Fatima A. · counselling psychologist · Durban
“The checklist showed me straight away that my Information Officer had never been registered and that I had no register for security compromises. A week later, both were done.”
★★★★★Kirsten D. · registered counsellor, new in private practice · Cape Town
“I’d just started out and didn’t know what to use when. The bonus ‘The first week with a new client’ showed me which document to send at the first message, in the first session and after it. For R299 I didn’t expect this much.”
★★★★★Sipho K. · educational psychologist · Gqeberha
“A mother came in alone with her 10-year-old. I had the consent with the fields for the child’s age and who signs, the letter for the father and the page to record my attempts to reach him. Nothing to look for.”
★★★★★Anél B. · clinical psychologist · Bloemfontein
“A former client asked for a copy of her file. I had the reply template and a record of what I sent. It was sorted without losing my evening.”
you only work in a hospital, clinic or organisation that has its own forms;
you’re looking for therapy protocols or worksheets for your clients: these are the documents of the practice;
you want practice-management software: this is a folder of documents, not an app.
Straight after payment you receive the welcome guide by email, with your order details and the checklist ‘Practice sorted in 10 minutes’. The 72 templates, the 7 dividers and the 5 bonuses arrive at the same address within 48 hours, in Word and PDF. If you can’t see the email, check your spam and promotions folders too.
Yes. They are ready-to-edit templates written for psychologists in private practice in South Africa, prepared with reference to the framework in force in November 2026: the HPCSA Ethical Rules of Conduct and their Annexure 12 (the rules for psychology), the HPCSA’s booklets on consent, confidentiality, records, telehealth and billing, the Children’s Act 38 of 2005, the Protection of Personal Information Act 4 of 2013 (POPIA) and PAIA. Each template states its reference at the foot of the page, and says whether it is a law, an HPCSA rule or a guideline. These are editable templates that you adapt to your own practice. They are not legal advice and do not replace advice from an attorney or your professional body.
Yes, for psychologists. Annexure 12 of the HPCSA Ethical Rules, rule 11, asks for the client’s written informed consent for assessment, psychotherapy, counselling or consulting, in person or online, including the exceptions to confidentiality and the cost. Rule 46 asks for a separate written consent for each assessment. Both are in the folder, with the red dot.
Not exactly. The Ethical Rules of Conduct and Annexure 12 are rules made under the Health Professions Act, and they bind every registered practitioner. The booklets (on consent, records, telehealth, billing) are guidelines that the HPCSA follows when it looks at a practitioner’s conduct. The folder tells you which is which at the foot of every template.
The kit helps you organise your practice documents. It does not register you with the HPCSA and does not change your scope of practice. HPCSA Booklet 10 says telehealth should not be your only way of practising.
Yes. The bonus ‘The first week with a new client’ shows you which document to use at each moment, and the checklist what to have ready before your first client. The letterhead has fields for your category, HPCSA registration number and practice number, with versions for registered counsellors and psychometrists.
Under the Children’s Act, a child over 12 who is mature enough may consent to their own medical treatment; below that, a parent, guardian or care-giver consents. Whether this covers psychological services is not spelled out in the Act, so the kit includes both the parental consent and the child’s own consent and assent forms. When only one parent comes in, there is a notice to the other parent and a page to record your attempts to reach them.
Yes. The fee schedule and the written informed financial consent follow HPCSA Booklet 19, and the consent to send the ICD-10 code to the client’s medical aid follows Booklet 4, which says the client may refuse and pay directly. There is also a motivation letter for further sessions. The folder is not linked to any medical scheme and does not replace their own forms.
The folder has a cancellation policy that the client reads and agrees to in writing before the first session, billed to the client and never to the medical aid. Whether and how much you charge is your decision: the HPCSA rules for psychology do not allow billing for services not rendered, so check with your professional body if in doubt.
Yes. Each has its own document, and the yellow dot tells you when it applies to you. The online consent is written, as the rules require, and covers your practice number, the security of the platform, the risks to confidentiality, recordings and an emergency plan.
Word (it also opens in Google Docs and Pages) and print-ready PDF. No software to learn.
Yes. You enter them once and carry them into every template. The bonus ‘Personalise in 10 minutes’ shows you how.
10 minutes for the checklist. Then 15 minutes a day for 7 days, one stage at a time.
A copied consent form was written for someone else’s practice, and often for another country. Here you have the documents in the order you use them with a client, sorted by situation, with your letterhead and a dot that shows you what can’t be missing.
No. You pay R299 once, and the documents are yours, with updates for 12 months.
Under the Electronic Communications and Transactions Act you may cancel your purchase within 7 days, without giving a reason. On top of that, we offer a 30-day money-back guarantee: if the folder isn’t right for your practice, email us at thehoord@gmail.com and we’ll refund you in full within 30 days.
Privacy. The responsible party for your personal information is The Foorge (NRT F-421429-V), Carrer de l’Estadi 18, 1-1, AD500 Andorra la Vella, Andorra, thehoord@gmail.com. We process your name, email address and order details to deliver your order, meet our accounting obligations and keep the shop secure, in line with the Protection of Personal Information Act (POPIA). We share them with Impultienda, Stripe, Moonshot Marketing Agency LLC, our hosting and email providers and Meta Platforms (ad measurement). During your visit the page loads the Meta pixel (cookie _fbp) to measure our ads; you can block cookies in your browser. We do not store card details. You can ask for access to your information, its correction or deletion by emailing thehoord@gmail.com, and you can lodge a complaint with the Information Regulator.
Terms. Digital product, one-off payment of R299, no subscription. The welcome guide is emailed straight after payment; the 72 templates, the 7 dividers and the 5 bonuses within 48 hours. These are editable templates that you adapt to your own practice. They are not legal advice and do not replace advice from an attorney or your professional body. Updates included for 12 months from purchase. Sold by Moonshot Marketing Agency LLC, trading as The Hoord.
Refunds. Under the Electronic Communications and Transactions Act you may cancel your purchase within 7 days, without giving a reason. On top of that, we offer a 30-day money-back guarantee: if the folder isn’t right for your practice, email us at thehoord@gmail.com and we’ll refund you in full within 30 days. Email thehoord@gmail.com from the address you used to order. If the folder hasn’t reached you, email us and we resend it or, if you prefer, refund you.
