You’re not alone if telehealth regulations feel overwhelming. The landscape changed dramatically during the pandemic, and now it’s shifting again. Small offices across the country are finding practical ways to stay compliant while serving their patients effectively. Here’s how they’re doing it—and how you can too.
Understanding the Current Landscape
The telehealth world you’re operating in today looks nothing like it did five years ago. Many Medicare telehealth flexibilities that were in place during the COVID-19 public health emergency have been extended through September 30, 2025. That’s good news, but it also means uncertainty. You need to prepare for potential changes while taking advantage of current opportunities.
Doctors and other healthcare providers will get paid a bit less for their services in 2025, a decrease of roughly 2.83%. This isn’t catastrophic, but it means that complying with telehealth regulations is essential, as a misstep can be costly. Small practices are adapting by focusing on the essentials first.
The September 30, 2025 Deadline That Matters
Mark your calendar. Without additional legislative intervention, providers who received temporary allowance will no longer be eligible to provide telehealth services to Medicare beneficiaries after September 30, 2025. Smart practices are already preparing contingency plans.
Here’s what successful small offices are doing now:
- Auditing the services they currently provide via telehealth
- Identifying which patients might be affected
- Developing communication strategies for potential changes
- Creating backup plans for in-person care
Getting Your Technology Right
You don’t need to break the bank on fancy platforms. Before using any telehealth platform to collect, store, or transmit PHI, the controls must be configured to comply with the HIPAA Privacy and Security Rules, users must be trained on how to use the platform compliantly, and the vendor of the platform must enter into a Business Associate Agreement.
Small practices are succeeding with simple approaches. Choose a platform that’s already HIPAA-compliant rather than trying to retrofit consumer-grade software. Popular options include specialized medical platforms that handle the technical requirements for you. The key is ensuring your Business Associate Agreement covers everything you need.
Licensing Across State Lines
This is where many small practices stumble, but it doesn’t have to be complicated. The best practice for physicians seeking to practice medicine in a different state than the one where they reside is to obtain an official medical license from the state where the patient is located.
The Interstate Medical Licensure Compact makes this easier. If you’re planning to serve patients in multiple states, investigate whether those states participate in the compact. It streamlines the licensing process significantly.
Documentation That Actually Works
You’re already documenting patient encounters. Telehealth just adds a few extra requirements. Many states have created specific guidelines for how physicians and other medical professionals should obtain consent for telehealth services.
Managing Prescription Regulations
DEA’s goal is to provide telehealth access for needed medications while ensuring patient safety and preventing the diversion of medications into the illicit drug market. New rules announced in 2025 provide clearer pathways for prescribing controlled substances via telehealth, but they come with specific requirements.
Billing and Reimbursement Compliance
Medicare is easy because it posts a list of services payable under the Medicare Physician Fee Schedule when furnished via telehealth. However, you’ll need to contact each commercial payer and Medicare Advantage plan to find out whether these same CPT codes are payable when rendered via telehealth.
Building Your Compliance Checklist
Successful small practices don’t rely on memory. They use systematic approaches:
- Verify licensing requirements for each state where you see patients
- Ensure your platform meets HIPAA requirements
- Document informed consent appropriately
- Maintain current Business Associate Agreements
- Stay updated on changing regulations
- Train staff on telehealth-specific procedures
Preparing for Changes
Smart practices are identifying which services might be affected and developing communication plans for patients.
Consider whether you’ll continue offering certain telehealth services without reimbursement, shift to in-person care, or modify your service offerings. Having a plan reduces stress and maintains patient relationships.
Punit