PHIPA custodian duties for rehab clinics

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

Is Hivi-X PHIPA-certified?

No certification exists for PHIPA "compliance." Hivi-X provides technical safeguards clinics may review in vendor due diligence. The clinic remains custodian.

Where is patient data stored?

On servers hosted in Canada. AI processing uses Hivi-X infrastructure — not OpenAI, Google, or Anthropic.

What should a privacy officer review before adopting Hivi-X?

Data flow diagrams, retention alignment with EMR policy, subprocessors, breach notification terms, access controls, and patient consent language for pre-visit collection.

More Physiotherapy guides

• Email is not document collection for rehab clinicsOntario physiotherapy clinics lose clinical time when intake documents arrive by email, fax, and text. A checklist-first workflow keeps pre-visit files organized.
• Missing documents cost clinicians treatment timeIncomplete pre-visit intake forces Ontario physiotherapists to spend appointment minutes on admin. Checklist tracking helps reception finish the file before eval day.
• Better patient document collection for rehab clinicsHow Ontario physiotherapy clinics can replace ad hoc email intake with reusable checklists, portal uploads, and exportable packages for the EMR.
• Stop chasing intake forms at the front deskFront-desk staff at Ontario rehab clinics should validate intake before appointments — not chase missing forms when patients arrive.
• EMR vs document collection for physiotherapyJane, Cliniko, and ClinicSense handle charting — but faxed referrals and WSIB letters still arrive outside the portal. Hivi-X fills the pre-visit gap.
• Ontario physiotherapy intake form checklistA practical checklist Ontario rehab clinics use for health history, consent, insurance, referrals, WSIB, and MVA documents before the first visit.
• WSIB claim supporting documents intakeWhat Ontario physiotherapy clinics collect before first WSIB treatment — claim metadata and supporting documents. Form 8 still goes through TELUS Health.
• MVA rehab document collection workflowHow Ontario physiotherapy clinics collect MVA claim documents — adjuster contact, police reports, imaging, and discharge summaries — before the first visit.
• MD referral letter collection in OntarioMD and NP referrals for physiotherapy often arrive by fax and email — outside Jane and Cliniko portals. Checklist tracking links referrals to intake before the visit.
• Extended health benefits intake formsCollect EHB insurance cards, policy numbers, and benefit details before Ontario physiotherapy visits — with checklist tracking and EMR export.
• Insurance card verification before visitsVerify extended health insurance cards and policy details before the appointment — not at the front desk when the schedule is full.
• CMTO PHI collection standard and intakeCMTO's November 2025 Collecting Personal Health Information standard — what changed and how clinics self-review intake forms with structured pre-visit collection.
• Physiotherapist record keeping in Ontario (CPO)CPO health record retention, access requests, and how supplementary pre-visit intake records fit alongside your EMR chart.
• Tele-rehab intake documents in OntarioVirtual and hybrid physiotherapy visits need remote consent, health history, and insurance verification before the video appointment.
• Clinic new patient onboarding documentsFront desk and clinician responsibilities for Ontario rehab clinic new patient onboarding — EHB, WSIB, MVA, and tele-rehab tracks.
• Treatment plan supporting documentsSpecialist reports, imaging, surgical protocols, and outcome baselines that support physiotherapy treatment planning and insurer updates.
• Insurance adjuster document packageHow Ontario rehab clinic office managers assemble MVA and insurer document packages from intake and supporting clinical attachments.
• Hospital discharge summary collectionPost-surgical and inpatient rehab patients often need hospital discharge summaries before physiotherapy intake is complete.
• Voice notes for intake phone callsRecord reception intake phone recaps and summarize them against checklist lines with self-hosted AI — not third-party providers.
• AI summaries for physiotherapy client filesSelf-hosted AI summaries for Ontario rehab clinic intake files — organized around checklists, not generic chatbots.
• Co-agent workflow for rehab clinic staffLoop reception, office managers, and treating clinicians into the same intake file with scoped access — without shared email inboxes.
• Exportable PDF package for EMR uploadExport organized physiotherapy intake packages as PDF indexes for upload into Jane, Cliniko, or your EMR of record.
• Canadian-hosted document collection for rehab clinicsPHIPA custodian due diligence for cloud intake — Canadian hosting, encryption, and self-hosted AI for Ontario physiotherapy clinics.
• Secure client portal for physiotherapy documentsPatients upload intake documents via secure guest link (no account needed) or the authenticated my-id.ca portal. Workflow for Ontario rehab clinics.
• Multi-disciplinary clinic intake standardizationStandardize intake across PT, RMT, and chiro in one Ontario rehab clinic — shared base checklist plus profession-specific addenda.
• Solo physiotherapist intake workflowSolo PT and small two-provider clinics without dedicated admin — lightweight checklist intake without enterprise EMR overhead.
• Jane App vs document collection for physiotherapyJane excels at scheduling and charting. Hivi-X fills the gap for faxed referrals, WSIB letters, and adjuster packages with missing-item tracking.
• Post-surgical rehab intake documentsIntake checklist for post-surgical physiotherapy — operative notes, precautions, imaging, and discharge summaries before first visit.
• Direct billing referral validity documentationDocument MD/NP referral validity for extended-health direct billing — collected and approved before the visit, not after claim rejection.