Estimated Reading Time: 18-20 minutes
This comprehensive guide is based on an exclusive training with Lisa Fraley, JD, a healthcare attorney who’s helped thousands of health coaches, holistic practitioners, and licensed professionals protect their businesses and brands.
Watch the full interview here
The Fear That’s Keeping You Small
You know you have the knowledge, skills, and passion to help people transform their health. You’ve invested in your education, maybe even worked in traditional healthcare settings for years.
But there’s this nagging voice in your head:
- “Am I allowed to do this?”
- “What if I get sued?”
- “Can I really work with clients in other states?”
- “Do I need to keep my license or can I let it go?”
- “What if I say something wrong and someone comes after me?”
So you stay small. You hesitate to show up on social media. Question whether you can actually call yourself a health coach. You keep your practice local when you dream of serving clients everywhere.
But the law doesn’t have to be scary, and it’s actually more accessible than you think.
This guide will show you exactly what you need to legally protect yourself so you can confidently build the practice you actually want.
What Legal Documents Do Health Coaches and Holistic Practitioners Actually Need?
The Heart-Centered Approach to Legal Protection
Before we dive into specific documents, here’s an important principle: You only need what you need, when you need it.
Don’t overwhelm yourself trying to have every legal document in existence right from day one. Just like building your business one step at a time, you build your legal foundation the same way.
For Non-Licensed Health Coaches & Holistic Practitioners
If you’re working as a health coach, wellness coach, holistic practitioner, or any non-licensed role, here’s what you need:
1. Client Agreement (One-on-One Work)
What it is: A document that both you and your client sign that spells out clear expectations and policies.
What it covers:
- Program agreement and description
- Payment terms and schedules
- Refund policy
- Cancellation policies
- Late appointment policies
- Medical disclaimers (stating you’re not practicing medicine or giving medical/psychological advice)
Why it matters: This is your most important document because it protects your income. It creates clear, loving boundaries for your client relationship.
Chakra alignment: This aligns with the sacral chakra—protecting what you’re birthing into the world and creating a sacred container for your client relationships.
>>> Get your client agreement here.
2. Terms of Use (Group Programs)
What it is: The document people agree to when they enroll through your sales page by checking a box and submitting payment information.
What it covers:
- Everything in the client agreement PLUS
- Confidentiality in group settings
- Facebook group or online forum policies
- How people communicate together in the group
- Group-specific disclaimers
Why it’s different from a client agreement: Group programs have different dynamics—people are communicating with each other, not just with you. You need to address confidentiality, appropriate behavior in group spaces, and how Q&A sessions work.
>>> Get your terms of use here.
3. Client Agreement for Small Groups & Masterminds (Hybrid Programs)
What it is: For programs that include both group elements AND one-on-one time with you.
What it covers:
- Language for group context
- Language for one-on-one context
- All the protections you need for both types of interaction
The bottom line: These are the only three agreements you need for client work. That’s it. Just three.
>>> Get your client agreement for small groups & masterminds here.
Health Coach Contracts: Licensed vs. Non-Licensed Practitioner Legal Requirements
For Licensed Practitioners (Doctors, Nurses, Therapists, etc.)
If you’re a licensed medical practitioner—naturopathic doctor, nurse practitioner, physical therapist, dietitian, etc.—your requirements are different.
What You Need:
1. Informed Consent
This is your main document with patients (not clients—patients, because you’re in a medical relationship).
What it covers:
- Agreement to receive medical treatment
- Voluntary assumption of treatment
- Disclosure of risks and benefits
- Consent to your medical judgment
- Understanding of diagnosis and treatment plan
2. HIPAA Documentation
Required for all medical practices handling protected health information.
3. Office Policies
Payment policies, insurance information, cancellation policies, etc.
Pro tip: You can combine all of these into one comprehensive document that patients sign.
>>> Get your own here.
The Critical Distinction
Here’s what you must understand:
When you work with patients as a licensed practitioner:
- You can ONLY work in states where you’re licensed
- You’re in a medical relationship
- You’re providing medical judgment and treatment
- You use your medical title (doctor, nurse, therapist, etc.)
- Patients sign informed consent
When you work with clients as a health/wellness coach:
- You can work across state lines
- You’re in a peer-to-peer relationship
- You’re providing education, guidance, and coaching
- You do NOT use your medical title
- Clients sign a client agreement
These are two completely separate professions. Even if the same person (you) is doing both, they must be treated as entirely different businesses.
How to Work Across State Lines as a Health Coach (Legally)
For Licensed Practitioners: The High-Risk Activities
DO NOT DO THIS: One-on-one work across state lines using your medical license
Why it’s the highest risk: This is considered the practice of medicine in states where you’re not licensed. This is how practitioners get investigated.
What you CAN do as a licensed practitioner:
1. Educational Content
- Online courses (self-study)
- Webinars
- Podcasts
- Group educational programs
- Key: You’re teaching general information, not providing individualized medical advice
2. Group Programs (With Restrictions)
You can run group programs IF:
- You’re not giving personalized advice in Q&A sessions
- You’re not telling individuals what to do for their specific situations
- You’re keeping questions and answers to general information about course content
- You’re not reviewing individual lab tests or medical records
Example:
✅ Acceptable: “Let me teach you about gut health and the microbiome in general.”
❌ Not acceptable: “Let me look at your specific lab results and tell you what to do for your gut issues.”
The rule: If someone in a group program needs specific advice, they need to schedule an appointment with you in your medical practice in a state where you’re licensed.
For Non-Licensed Health Coaches: More Freedom
Great news: As a health coach or wellness coach (non-licensed), you CAN do one-on-one work across state lines.
Your requirements:
- Use a client agreement (not informed consent)
- Register your business in a city/state
- Your business must have a “home” even if you travel
- You don’t have to live where your business is registered
- Always represent your business as being in that state
Example: “My business is registered in Texas” (even if you’re currently in Mexico, Europe, etc.)
The Real-Life Example That Shows Why This Matters
Dr. Marie’s Story (details changed for privacy):
Dr. Marie is a licensed medical doctor in Kansas. She opened a health coaching business and called herself “Dr. Marie, Health Coach.” She started working with clients all over the country, including Colorado.
What happened: The state of Colorado investigated her for the unlicensed practice of medicine in Colorado.
Why:
- She was using the title “Dr. Marie”
- Colorado is strict about using the term “doctor”
- Even though her website said “health coach” everywhere, using “doctor” made Colorado view her as holding herself out as a medical practitioner
The problem: She was calling herself a doctor while working across state lines in states where she wasn’t licensed.
The lesson: If you want to work across state lines as a health/wellness coach, you cannot use your medical title. Period.
Why Health Coaching Certification Matters for Legal Protection (Even If You Have a Medical Degree)
“But I Already Have Multiple Degrees—Why Do I Need Another Certification?”
This is one of the most common questions from licensed practitioners who want to do online coaching work.
You might be thinking:
- “I have a doctorate/master’s/bachelor’s degree”
- “I’ve been practicing for years”
- “Why do I need a health coaching certification when I already know all this?”
Here’s why it’s absolutely critical:
Building Your Legal Defense
If you’re ever investigated for violating medical laws, you want to be able to build the strongest possible defense.
What you want to prove:
- You have education separate from your medical education
- You’ve been trained to think differently in this profession
- You’re using what you learned in that certification in this business
- This is a completely different relationship than a medical relationship
The Certification Should NOT Require Medical Training
Critical: Don’t get a health coaching certification that requires you to be a medical practitioner first.
Why: You need to show you’ve been trained in a different profession—one that anyone can access, not just medical professionals.
Look for: Certifications that are open to “everyone and their sister, brother, mother, friend, whoever.”
Need help finding the right certification path? Programs like The WELLthy Woman Practitioner Certification are specifically designed to help licensed practitioners transition to online coaching work with proper legal coverage and business frameworks.
The Relationship Difference
In medicine:
- You are the expert
- The patient is not the expert
- There’s a power differential
- Strong ethics laws govern the relationship
- You provide medical judgment
In health coaching:
- You’re peers contracting together
- The client is empowered and participatory
- It’s a collaborative relationship
- You provide education, guidance, and support
- No medical diagnosis or treatment
The certification proves: This is a totally different relationship than your medical practice.
How to Show Clear Separation
If you’re investigated, you want to demonstrate:
- Different business entity
- Different website
- Different marketing
- Different intake process
- Different record-keeping
- Different everything
The certification is a major piece of that separation.
Real example: Licensed practitioners in The WELLthy Woman certification program learn exactly how to create this separation while building profitable online practices that serve clients at the highest level—without risking their licenses.
7 Legal Mistakes Health Coaches Make (And How to Avoid Them)
1. Using Your Medical Title in Your Coaching Business
The mistake: Calling yourself “Dr. So-and-So, Health Coach” or “Nurse So-and-So, Wellness Coach”
Why it’s a problem: You’re representing yourself as a licensed practitioner in states where you’re not licensed.
The solution: In your health coaching business, drop the title entirely. Use your name without credentials.
What about my credentials?
- You CAN list your degrees (PhD, MS, BSN, etc.) on your About page
- You CANNOT use your licensure credentials (RN, NP, MD, DO, DC, LAC, etc.)
- Focus on your education and training, not your identity as a licensed professional
Example:
✅ Correct: “I have a Master’s degree in Nursing from [University]”
❌ Incorrect: “I’m Sarah Smith, RN, and I’m a health coach”
2. Not Having Separate Businesses
The mistake: Running your medical practice and your health coaching practice under the same business entity
The solution: You need two completely separate businesses:
- Separate LLCs (or one LLC and one sole proprietor, or other structures)
- Separate business names
- Separate business bank accounts
- Separate websites
- Separate intake forms
- Separate record-keeping systems
- Separate everything
Think of it this way: It’s like being a doctor who also has a jewelry business. They’re that separate.
3. Using the Word “Medicine” in Your Coaching Business
The mistake: Calling yourself a “Functional Medicine Health Coach” or “Functional Medicine Practitioner”
Why it’s problematic: “Medicine” has a specific legal meaning and is associated with licensed medical practice.
The solution: Use these terms instead:
- Functional Health Coach
- Functional Wellness Coach
- Functional Health Practitioner
- Functional Wellness Practitioner
- Holistic Health Coach
Important: It’s not technically illegal to use “medicine,” but it creates confusion and makes your defense harder if investigated.
4. Giving Specific Medical Advice in Group Programs
The mistake: Answering specific questions about individuals’ health situations in group Q&A calls when you’re running an educational program across state lines
The scenario: Someone in your group program says: “Here’s what’s going on with my microbiome. I did this test and got these lab results. What should I do?”
The wrong response: Reviewing their labs and giving them specific advice
The right response: “That’s a great question, but to give you specific advice about your situation, I’d need to see you in my medical practice. In this group program, I can only provide general education about [topic].”
5. Not Registering Your Business
The mistake: Operating as a “virtual nomad” without registering your business anywhere
Why it’s a problem: Your business must have a home, even if you don’t live there
The solution:
- Register your business in a city/state
- You can travel and live elsewhere
- Always represent your business as being in that registered location
6. Transfering Patient Information to Your Coaching Business
The mistake: Taking information from your medical practice and using it in your coaching business
Why it’s a problem: These must be completely separate practices with separate records
The solution: If someone wants to work with you in both capacities:
- They sign separate agreements for each
- You keep separate records
- You treat them as a patient in one practice and a client in the other
- Never merge the information
7. Not Understanding the Difference Between Degrees and Licenses
The confusion: “Can I put my credentials on my website?”
The distinction:
- Degrees (PhD, MS, BSN, MSN, etc.) = Educational credentials you CAN list
- Licenses (RN, NP, MD, DO, LAC, etc.) = Professional credentials that indicate you’re licensed in specific states
Where you can list degrees:
- Your About page
- Your bio
- Educational background section
Where you should NOT list licenses:
- Your coaching business website
- Your coaching business marketing
- Your social media profiles for coaching
- Anywhere in your non-licensed business
Why: Listing your license suggests you’re practicing under that license, which you’re not in your coaching business.
Special Considerations for Your State
State-Specific Regulations
Important: Every state has different laws about:
- What terms you can use
- What you can represent on your website
- Telemedicine regulations
- Health coaching scope of practice
Example: Colorado
Colorado is one of the strictest states. You CANNOT:
- Use the term “doctor”
- Reference any medical training
- List any medical degrees
- Suggest any medical background
Most other states: You can list your educational degrees (but not your licensure credentials) on your About page
Your action item: Research your specific state’s laws or consult with an attorney familiar with your state’s regulations
Finding Your State’s Laws
Where to look:
- Your state’s medical board website
- Your state’s Department of Health website
- Professional associations in your state
- Healthcare attorneys in your state
Pro tip: Set up a free legal consultation to get guidance specific to your situation and state
The AI Consideration: Emerging Legal Issues
The New Frontier
As AI becomes more integrated into health and wellness practices, new legal questions are emerging:
Current questions:
- Can I use AI to generate client content?
- What about copyright with AI-generated materials?
- How do I disclose AI use to clients?
- What are the ethical considerations?
What we know now:
- This is an evolving area of law
- Ethics around AI use are still being established
- Transparency with clients is key
- Use AI as a tool, not a replacement for your expertise
Stay informed: Laws and regulations around AI in healthcare are changing rapidly. Continue education in this area.
Your Legal Protection Checklist
For Non-Licensed Health Coaches:
- Client Agreement for one-on-one work
- Terms of Use for group programs
- Client Agreement for Small Groups (if you offer hybrid programs)
- Business registered in a city/state
- Website disclaimer
- Privacy policy
- No use of medical terminology or titles
- Clear messaging that you’re not providing medical advice
For Licensed Practitioners Running Separate Coaching Business:
✔️ Everything on the non-licensed list above
PLUS:
Separate business entity
Business bank account
Website
Intake process
Record-keeping
Health coaching certification
No use of medical title in coaching business
No transfer of patient information to coaching business
Clear boundaries between medical practice and coaching practice
For Licensed Practitioners in Medical Practice:
Informed Consent
HIPAA documentation
Office policies
Telehealth consent (if offering telemedicine)
Work only in states where you’re licensed
Appropriate malpractice insurance
The Trademark Question: When and Why
When to Consider Trademarking
The three criteria:
1. Profit
- You’re currently making money from this brand
- It doesn’t have to be huge profits, but it’s generating income
- It’s not just a brand name you love but have never used
2. Potential
- You plan to use this brand for the next 10+ years
- It has long-term potential in your business
- It’s not something you might abandon in 2 years
3. Passion
- You feel deeply connected to this brand
- It feels like “you” on the page
- You’re not lukewarm about it
If you feel lukewarm about your brand, don’t waste time and money trademarking it.
The Process
1: Trademark Search
- See if similar brands already exist
- Determine if your trademark can move forward
- Identify potential conflicts
2: Trademark Application
- File with US Patent and Trademark Office
- Get trademark for 10 years
- Can renew indefinitely
Chakra alignment: Trademarking aligns with the crown chakra—it’s a crowning achievement because you’re protecting a well-established brand.
FAQs: Your Burning Questions Answered
“Can I work as both a licensed practitioner AND a health coach?”
Yes, but they must be completely separate businesses. Think of it like being a doctor who also has a jewelry business—that’s how separate they need to be.
“Do I need an LLC right away?”
No. You can start as a sole proprietor, but you DO need to register your business in your city/state. An LLC isn’t required immediately, but business registration is.
“What if I’ve already been using ‘Dr.’ in my health coaching business?”
Change it immediately. The longer you wait, the more difficult (and costly) it becomes to correct. Update your website, social media, marketing materials, and business name if needed.
“Can I mention my medical background at all in my coaching business?”
Yes, but carefully. On your About page, you can list your educational degrees (not licensure credentials) and explain your background. Just be clear that you’re now working as a health coach in a different capacity.
“What about YouTube or social media—can I use my title there?”
In your coaching business, no. Don’t use “Dr.” or other medical titles in your channel name. Put your educational background in the About section instead.
“I’m a licensed practitioner who wants to do online work. Do I have to give up my license?”
No! You can keep your license AND run a separate coaching business. Just keep them completely separate and don’t use your medical title in the coaching business.
Many licensed practitioners successfully run both—they see patients in their medical practice in states where they’re licensed, and they work with clients globally in their coaching practice. This certification program teaches exactly how to structure this legally and profitably.
“How do I know if someone is a patient or a client?”
Patient: Someone you’re working with under your medical license, in a state where you’re licensed, providing medical treatment, who signs informed consent
Client: Someone you’re working with as a health coach, potentially across state lines, providing education and coaching, who signs a client agreement
These cannot overlap. If someone wants both, they engage with you in both businesses separately.
“What if I can’t afford legal documents or attorney consultations?”
Start with:
- DIY legal templates (available from specialized healthcare attorneys)
- Free legal consultation to identify your specific needs
- Prioritize the client agreement first (protects your income)
- Add other documents as revenue allows
Remember: Not having proper legal protection is actually more expensive than investing in it upfront.
Your Next Steps: From Fear to Confidence
Immediate Actions (Do This Week):
1. Audit your current situation
- Are you using medical titles in a coaching context?
- Do you have proper agreements with clients?
- Is your business registered?
2. Identify your biggest legal gap
- Missing client agreement?
- Confusion about licensed vs. non-licensed work?
- Need to separate two businesses?
3. Get proper documentation
- Start with a client agreement if you don’t have one
- Add Terms of Use if you run group programs
- Ensure website disclaimer and privacy policy are in place
Within the Next Month:
1. Schedule a legal consultation
- Get personalized guidance for your specific situation
- Understand your state’s particular requirements
- Create a legal protection plan
2. Implement essential documents
- Client agreements for all new clients
- Update website with proper disclaimers
- Review and update all marketing materials
3. If you’re a licensed practitioner transitioning:
- Begin separation of businesses
- Obtain health coaching certification (like this one designed for licensed practitioners)
- Create separate brand identity for coaching work
The Mindset Shift That Changes Everything
Old belief: “The law is scary and confusing. I might get in trouble. I should just play it safe and stay small.”
New belief: “The law can be accessible, empowering, and actually liberating. When I understand what I need, I can confidently build the practice I want.”
The truth: Legal protection isn’t about restriction—it’s about expansion. When you know you’re properly protected, you can show up boldly, serve more people, and build the practice of your dreams.
The Bottom Line
You don’t have to let legal confusion keep you from building the practice you’re meant to have.
The key principles:
- Licensed and non-licensed work are completely different – If you do both, keep them 100% separate
- You need proper agreements – They protect your income and create clear boundaries
- Certifications matter – They prove you’re in a different profession than medicine
- State lines matter – Know what you can and can’t do virtually
- Your title matters – Don’t use medical titles in non-medical work
- Legal protection is investment, not expense – It’s the foundation for growth
Most importantly: You can do this legally, ethically, and successfully. Thousands of practitioners before you have made this transition and are thriving.
The question isn’t whether you can—it’s whether you’re ready to take the steps to protect yourself properly so you can serve at the highest level.
Resources & Next Steps
Paid Resources:
Legal Clarity Course – For licensed practitioners who want to expand online
DIY Legal Templates – Client agreements, terms of use, disclaimers, and more One-on-One Legal Services – For complex situations requiring personal guidance
Related Resources
- From Hospital Burnout to Hawaiian Freedom: How This Nurse Practitioner Released Her License
- 5 Proven Ways to Generate Multiple Revenue Streams in Your Health Practice
- The 5 Hidden Self-Sabotage Patterns Keeping Health Practitioners Stuck
Ready to dive deeper? Join our free Self-Led Online Practitioners community of 800+ health professionals where you get exclusive access to training sessions like this one, monthly coaching calls, practitioner spotlights, and first access to new programs and discounts. Join the community here – it’s completely free for verified practitioners.
About the Author: Michelle Rogers, ND, MSAOM, FDN-P, is a clinical mentor and founder of The WELLthy Woman™ movement. A practicing clinician since 2012, she pivoted to mentoring fellow practitioners in 2019 after experiencing her own transformation from clinic burnout to online business success. She has since guided over 150 health professionals to build profitable online practices using her unique integration of functional medicine expertise and scalable business strategies.
About the Expert: Lisa Fraley, JD, is an attorney, legal coach, speaker, and bestselling author of Easy Legal Steps. As a former healthcare attorney and holistic lawyer, Lisa has helped thousands of health coaches, holistic practitioners, and licensed professionals protect their businesses and brands with contracts, disclaimers, trademarks, and more. She’s uniquely known for aligning legal steps with the chakras and making the law accessible, empowering, and even spiritual.
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