Employee Wellness Program Recording Consent Form

Employee Wellness Program Recording Consent Form

Running a successful employee wellness program means balancing privacy, participation tracking, and outcomes reporting—all while staying compliant with recording laws and HIPAA-adjacent guidelines. This Employee Wellness Program Recording Consent Form template helps HR teams, benefits administrators, and wellness coordinators collect clear, documented consent from employees before recording health coaching sessions, fitness classes, or wellness workshops.

Why recording consent matters for wellness programs

Many modern wellness programs include virtual health coaching, telehealth consultations, group fitness classes, or mental health workshops—sessions that are often recorded for quality assurance, training, or to provide on-demand access. But recording employees discussing health topics, even in a voluntary program, raises significant privacy and legal considerations.

This form ensures you have explicit, written consent before any recording begins, protecting both your organization and your employees. It clearly explains what will be recorded, how recordings will be used, who has access, and how long they'll be retained. That transparency builds trust and encourages higher participation rates in your wellness initiatives.

What this template includes

This comprehensive consent form is designed for HR managers, wellness program coordinators, and benefits teams running employer-sponsored health and wellness initiatives. It covers:

• Employee information and program enrollment details to link consent to specific participants and coaching tracks
• Clear consent language for audio, video, and screen recording across different wellness activities (coaching, webinars, fitness classes, group sessions)
• Purpose and use disclosures explaining how recordings will be used—quality assurance, training, on-demand access, or program evaluation
• Data privacy and access controls outlining who can view recordings, how they're stored, and how long they're retained
• Incentive program verification acknowledgment, allowing aggregate participation data to be shared with insurance carriers or third-party administrators for premium discounts or wellness credits
• De-identified outcomes reporting consent for sharing anonymized health metrics, participation rates, and program effectiveness data with insurers or leadership
• Right to decline and opt-out options making it clear that participation is voluntary and employees can withdraw consent at any time
• HIPAA-adjacent privacy protections ensuring recordings containing health information are handled with appropriate confidentiality

How Paperform makes wellness program administration easier

With Paperform, you can embed this consent form directly into your wellness program enrollment flow, send it via email before the first coaching session, or present it as part of your benefits portal onboarding. Conditional logic can show different consent sections based on the type of wellness activity (one-on-one coaching vs. group fitness vs. recorded webinars), ensuring employees only see what's relevant to them.

Stepper integration (stepper.io) means every signed consent form can automatically trigger your wellness workflow: notify the health coach that the employee is cleared to record, update your wellness platform with consent status, log participation in your HRIS, and flag the employee as eligible for insurance incentives. If an employee opts out or withdraws consent, Stepper can instantly alert the coaching team and update your records, keeping everything in sync without manual tracking.

Papersign eSignatures (papersign.com) take this a step further by turning this consent into a legally binding, auditable document with secure electronic signatures. That's especially valuable if your wellness program is tied to health plan premium discounts, where insurers may require documented proof of consent for data sharing. With Papersign, you get timestamped, non-repudiable signatures that satisfy compliance requirements and create a clear audit trail.

Who this form is for

This template is purpose-built for:

• HR managers and benefits administrators launching or managing employee wellness programs
• Wellness coordinators working with health coaches, fitness instructors, or mental health providers
• Corporate health teams coordinating with insurance carriers or third-party wellness platforms
• Healthcare organizations and hospitals offering employee wellness as part of total rewards
• Medium to large employers required to report wellness participation or outcomes to insurers for premium discounts
• Benefits consultants and brokers helping clients implement compliant, effective wellness programs

Stay compliant, protect privacy, and boost participation

Clear, transparent consent processes aren't just about checking a compliance box—they're about building trust with your employees. When people understand how their information will be used, who has access, and how their privacy is protected, they're far more likely to engage with wellness programs, attend coaching sessions, and take advantage of health resources.

This form helps you create that foundation of trust while keeping your organization protected. It documents consent in a clear, legally defensible way, satisfies insurer and TPA reporting requirements, and gives employees confidence that their health information is handled with care.

Automate your wellness workflows with Paperform, Stepper, and Papersign

Instead of chasing down paper consent forms, tracking signatures in spreadsheets, and manually updating wellness platforms, Paperform lets you automate the entire consent and enrollment flow. Employees fill out the form once, Stepper routes data to your HRIS and wellness tools, and Papersign locks in legally binding signatures—all without a single developer hour.

Whether you're running a small pilot program or scaling wellness across thousands of employees, this template gives you the structure, compliance, and automation you need to focus on what matters: helping your team live healthier, happier lives.

Get started with this Employee Wellness Program Recording Consent Form template today and build a wellness program your employees trust and your leadership can measure.