Sharing Booking or Record-Keeping Software? Read This First.
After receiving multiple inquiries from members regarding the sharing of booking and/or record-keeping software, we thought it would be wise (and timely) to highlight a few key considerations for anyone exploring this option. Because when it comes to client records, a little caution now can save a lot of chaos later.
1. Privacy Legislation: PIPEDA, PHIPA, and HIPA—Oh My!
Let’s start with the big one: legal compliance. When it comes to client records, which include both treatment and personal health or other identifiable information, you may not share this data without written consent from the client. Yes, even if you’re just sharing the file with your trusted clinic partner across the hall.
This rule applies under privacy legislation such as PIPEDA, PHIPA, or HIPA, depending on your province. Any time multiple individuals could access a client file, whether in paper or digital format, a signed agreement from the client is required.
This includes (but is not limited to) other therapists in the clinic, support staff, or anyone else who may reasonably encounter the client’s information. The golden rule? If you didn’t gather it, you shouldn’t access it, unless the client has said you can.
To keep things simple, we recommend including a clause like the following in your initial consent form:
“I consent to having my client records, including treatment notes and personal information I have provided, accessible to any therapist practicing at [Insert Clinic Name], or any member of the clinic’s support staff. I understand that they shall hold this information as confidential and that it shall not be shared or communicated beyond this consent without further expressed written consent on my part.”
It’s one sentence that can save you a whole lot of paperwork (and potential problems) down the line.
You can learn more about sharing the client record beyond your clinic walls in our blog article entitled “How Much Should I Charge for Client Records?” by clicking here.
2. Therapist-Specific Records: Keep It Personal (Literally)
Even if you’re sharing software, each therapist is responsible for maintaining individual appointment and treatment records specific to their clients. Some software makes this easy. Others… not so much.
Regardless, both appointment logs and treatment records must be retained for a minimum of 10 years. That means if you and a colleague share a system and someone moves on—whether to a new clinic or a new career—they must still have reasonable access to their records.
This is where things can get tricky, so we strongly recommend a written agreement between anyone sharing booking or charting software. Yes, another agreement—but trust us, this one’s important.
Your Agreement Should Cover the Following:
• Who gets access to retained information if one person leaves
• Who covers software costs when a member of the agreement departs
• Whether records remain with the clinic or follow the therapist
• Whether a departing therapist can receive copies of their own records
This kind of agreement is commonly referred to as a health information custodian agreement, and it essentially determines who is responsible for safeguarding and maintaining the client records.
While it might feel like a lot of administrative prep, having these details ironed out ahead of time makes life significantly easier for everyone involved, especially during transitions.
In summary: sharing software is doable, but it’s not as simple as splitting the bill and calling it a day. When client privacy, legal compliance, and long-term record access are on the line, a thoughtful and well-documented approach is your best bet.
Have questions? Feel free to reach out—we’re here to help.