Successor custodian intake documentation
Successor custodian intake documentation
Standard 6.4 contingency planning
CRPO Standard 6.4 requires psychotherapists to plan for practice closure — including who will take custody of client records if you cannot continue as custodian.
Survey data presented at CRPO town halls suggests many practitioners have not completed this step: 76 of 173 respondents in one survey had not designated a successor custodian.
Successor custodian planning is not client intake in the traditional sense — but some group practices add operational checklist items to confirm:
- Written custodianship agreements (group practices)
- Successor custodian designation on file (practice operations)
- Client notification procedures documented
What Hivi-X does and does not do
Does:
- Let you add custom checklist items for any operational document you want to track
- Store uploaded designation letters or agreements as checklist submissions
- Export packages for your practice operations file
Does not:
- Provide legal templates for successor custodian agreements in v1
- Automate record transfer on practice closure
- Replace counsel or insurer guidance on contingency planning
Start from the free Ontario psychotherapy intake checklist PDF which includes a custodian acknowledgement line for group practices.
General information for Ontario psychotherapists and counselling practices only. Not legal, clinical, privacy, or psychotherapy advice. Not affiliated with or endorsed by CRPO or any college. Hivi-X is document-collection software — it is not a licensed psychotherapist, does not provide psychotherapy or clinical assessments, does not certify PHIPA or CRPO compliance, and does not replace your EMR or clinical record obligations. You remain the health information custodian under PHIPA. Consult qualified counsel and your professional liability insurer.
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
- What is a successor custodian?
- The person designated to take custody of client records if you close practice, become incapacitated, or die. CRPO Standard 6.4 requires contingency planning.
- How many practitioners have not designated one?
- CRPO survey data cited in town-hall materials: 76 of 173 respondents had not designated a successor custodian in one survey — roughly 44%.
- Does Hivi-X manage successor custodian agreements?
- No. Hivi-X lets you add checklist items for documentation you choose to collect. Legal designation and agreements are outside the product scope.
Collect complete intake before session one
Hivi-X helps Ontario CRPO psychotherapists and counsellors collect informed consent, biopsychosocial forms, insurance cards, and telehealth consent with reusable checklists, a secure guest link (no account needed) or my-id.ca portal, self-hosted AI summaries, and exportable intake packages for Jane, Owl Practice, or your EMR.
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- Ontario psychotherapy client intake checklistFree PDF checklist of intake documents Ontario CRPO practitioners typically collect — biopsychosocial history, consent, insurance, and telehealth.
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- Biopsychosocial intake questionnaire workflowCollect and review biopsychosocial history before session one — checklist tracking for Ontario psychotherapists under PHIPA.
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- New client onboarding for psychotherapistsFrom inquiry to session one — intake packet, consent, insurance review, and completeness check without email chase.
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- 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.
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