PHIPA custodian duties for psychotherapists

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 you may review in vendor due diligence. You remain the health information custodian.

Where is client data stored?

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

What should I review before adopting Hivi-X?

Data flows, retention alignment with your EMR policy, access controls, agent agreements where required, breach notification terms, and client-facing consent language for portal collection.

More Psychotherapy guides

• Email is not document collection for psychotherapistsOntario CRPO practitioners lose clinical time when intake documents arrive by email and text. A checklist-first workflow keeps pre-session files organized.
• Missing documents cost therapists session timeIncomplete intake before session one burns billable clinical hours. Ontario psychotherapists lose time chasing consent, insurance, and questionnaires.
• Better client document collection for psychotherapistsChecklist-driven intake replaces email chase for Ontario CRPO practitioners — consent, insurance, and questionnaires in one therapist-controlled file.
• Stop chasing consent forms in emailInformed consent and telehealth consent should be on file before session one — not in password-protected PDF email threads.
• Practice management vs document collection for psychotherapyJane and Owl handle scheduling and charting. Hivi-X handles pre-session intake completeness — consent, insurance, and questionnaires with missing-item tracking.
• Ontario psychotherapy client intake checklistFree PDF checklist of intake documents Ontario CRPO practitioners typically collect — biopsychosocial history, consent, insurance, and telehealth.
• Therapy client intake forms in OntarioWhat intake forms CRPO practitioners collect before session one — biopsychosocial history, consent, insurance, and telehealth documentation.
• Informed consent document collectionHow Ontario psychotherapists collect informed consent and telehealth consent securely — CRPO expectations and checklist-driven collection.
• Clinical notes vs intake documentsIntake questionnaires and consent belong in a different workflow than session notes under CRPO Standard 5.1 — what Hivi-X handles vs your EMR.
• CRPO record-keeping complianceCRPO Standard 5.1 retention, successor custodian planning, and how Hivi-X supports intake documentation without replacing your EMR.
• Biopsychosocial intake questionnaire workflowCollect and review biopsychosocial history before session one — checklist tracking for Ontario psychotherapists under PHIPA.
• Risk screening intake documentationDocument risk screening at intake — self-harm, harm to others, substance use — on the checklist before session one.
• Telehealth document collectionCollect telepsychotherapy consent, emergency contacts, and client location verification before the first video session.
• Couples therapy intake checklistDual consent, individual histories, and joint presenting problem — intake checklist for Ontario couples and family therapists.
• Insurance receipt supporting documentsCollect extended health policy details, session limits, and insurance cards at intake for Ontario psychotherapy billing.
• EAP referral document workflowCollect EAP referral letters, session caps, and employer authorization at intake for Ontario psychotherapists.
• New client onboarding for psychotherapistsFrom inquiry to session one — intake packet, consent, insurance review, and completeness check without email chase.
• CRPO Standard 5.1 intake recordsWhat intake and consent documentation belongs in the clinical record under CRPO Standard 5.1 — and what Hivi-X collects.
• Successor custodian intake documentationCRPO Standard 6.4 successor custodian planning — document designation alongside intake checklists.
• Minor client guardian consent OntarioGuardian consent and capacity documentation for minor psychotherapy clients — checklist items for Ontario practitioners.
• Voice notes for psychotherapy intake callsRecord intake phone screens and summarize against checklist lines with self-hosted AI — no third-party AI providers.
• AI summaries for psychotherapy client filesSelf-hosted AI summarizes voice intake notes against checklist items — client data stays on Canadian infrastructure.
• Co-agent workflow for therapy practicesSupervised associates and admin staff review intake uploads on shared client files — Enterprise co-agent permissions.
• Exportable PDF package for EMR uploadGenerate checklist PDF intake summaries for Jane, Owl Practice, SimplePractice, or secure archive upload.
• Canadian-hosted document collection for psychotherapistsClient intake data on Canadian servers with AES-256-GCM at rest and self-hosted AI — relevant to PHIPA custodians.
• Secure client portal for psychotherapy documentsClients upload intake documents via secure guest link (no account needed) or the authenticated my-id.ca portal.
• Small group practice intake standardizationShared intake templates and co-agent review for 2–4 clinician Ontario psychotherapy practices.
• Solo psychotherapist intake workflowLightweight checklist intake for solo RPs and RP (Qualifying) without dedicated admin — from $39 CAD/mo.
• Jane App vs document collection for psychotherapyJane excels at scheduling and charting. Hivi-X fills the gap for pre-session intake completeness with missing-item tracking.