After receiving multiple enquiries from members surrounding the sharing of booking/recordkeeping software, we thought that it would be prudent to provide a couple of points that those considering doing something like this should consider.
First, and probably the most important is consideration of PIPEDA and HIPA legislation. Your client’s file which of course includes treatment information and personal information should not be shared without having a signed written agreement from the client that allows for the sharing of information contained in their file with those who would have access to it. This principle applies anytime that you would have multiple individuals who would have access to the information contained in the client’s file whether in paper or digital form. Anytime that the client’s information is shared beyond the therapist who gathered and maintains the information, it should be done only with written consent from the client. This would include but not be limited to other therapists in the clinic, support staff, or anyone else in the business who would have reasonable access to the information contained in the client file. This can be done very easily by including language within your initial consent statement which says something like this: “I consent to having my client records including treatment notes and personal information which I have provided accessible to any therapist practicing at XXX (insert your clinic name here), or any member of the clinics support staff, understanding 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.”
Second, it is important to remember that you must maintain an appointment record and/or treatment records that are specific to the therapist that is providing treatment. While some booking software allows this, some do not. It is also important to note that both appointment records and the client record should be maintained for a period of not less than 10 years. This means that if you are sharing software, and one person decides to go a different direction either in location or career choice, they would still need to have reasonable access to this information. We would strongly suggest that should you choose to enter into a sharing arrangement with booking or record keeping software, that you have a written agreement surrounding the sharing of the software. Things you may wish to consider in this agreement might include guaranteeing ongoing access to the information that is retained on the system, who will be responsible for the financial costs of the software when someone who is part of the agreement leaves, and whether or not the records will be retained as part of the clinic record, or whether the therapist who recorded the record will
be allowed to receive a copy of the record if they were to switch locations/jobs. Having these issues decided agreed upon beforehand makes life much easier for everyone involved.