Leaving Your Practice? Here’s What You Need to Know Before You Go

Whether you’re relocating your practice, changing employers, or heading off into the blissful sunset of retirement, leaving your current place of practice is inevitable. Some moves are carefully planned; others catch you by surprise. Either way, it pays to be prepared. Here’s a quick guide to help you navigate your exit like a pro.

Plan Ahead — It’s Your Best Friend

One of the smartest things you can do is sort out your departure details before you hand in your notice. Ideally, these should be spelled out in your employment or subcontractor contract. If they’re not, consider amending your agreement now — better late than scrambling at the last minute.

Remember, as a professional, you have responsibilities that don’t just disappear when you walk out the door.

Your Professional Responsibilities to Clients

 1. Contacting Your Clients

Your clients deserve clear communication when you leave. Either you or the clinic should let them know:

  • You’re leaving, so they can plan for ongoing care.
  • Where and how their health records will be stored.
  • Who to contact for access or copies of their records.

While keeping your clients informed is crucial, be mindful of any contractual obligations you have — especially around non-compete or non-solicitation clauses. Those can put a real damper on your exit party.

Pro Tip: Always have a lawyer review your contract before signing. If you’re a CMMOTA member, remember your Legal Guard benefit can help with this. Check it out here.

Failing to honor your contract could land you in civil litigation — or worse, trigger disciplinary action by the Association for professional misconduct.

2. When Contracts Clash with Client Communication

Outside regulated provinces, your employment or subcontractor contract likely governs how you inform clients about your departure. If your contract requires you to notify clients personally, great. If not, make sure the clinic takes care of it.

Also, there’s no professional obligation in unregulated settings to tell clients where you’re going next — unless that’s the only place they can access their health records.

Records Retention: The Paper Trail You Can’t Ignore

If you’re in a regulated province, follow your College’s guidelines on records retention. If not, you’re still responsible for keeping client records for a mandatory 10 years (see CMMOTA’s Client Records Policy).

If the clinic is keeping your records:

  • Get a written agreement confirming the clinic is the health information custodian.
  • That agreement should guarantee secure, confidential storage for the required time period.
  • It should also confirm your right to access records when needed.

If you’re taking records with you:

  • Ensure you have written consent from clients if the clinic was previously the custodian.
  • Keep the records secure and maintain them for the full retention period, even if you’re no longer practicing.

Wrapping It Up

Leaving a practice isn’t just about packing up your massage table. It’s about protecting your clients, yourself, and your professional reputation. So plan ahead, know your obligations, and keep communication clear — your future self will thank you.

Need a checklist or contract tips for your next move? Just click on the document that you need: