Collect complete patient intake before the appointment.

Clinics commonly collect health history, informed consent, government ID, extended health insurance card, and MD/NP referral where required by the insurer. WSIB cases often add claim number, employer details, and date of injury. MVA cases often add adjuster contact and accident documentation. Requirements vary by insurer, payer, and college — verify with your privacy officer. Hivi-X lets clinics build reusable intake checklists (or start from the free PDF lead magnet) so reception tracks each item before the visit.

Many clinics use Jane or Cliniko portals plus email, fax, and front-desk paper for referrals and insurer letters. Hivi-X adds a checklist layer: clinic shares a checklist, patients upload via secure guest link (no account needed) or my-id.ca portal, and admin uses missing-item tracking plus item-level approve/reject before clinician time.

No. Hivi-X is a pre-visit document-collection layer. It complements Jane, Cliniko, ClinicSense, and GlobeMed — you export organized intake packages into the system you already use for scheduling and charting.

Yes. Jane and Cliniko handle scheduling, charting, and in-portal forms. Hivi-X handles documents that still arrive outside the EMR — faxed referrals, adjuster letters, WSIB employer correspondence — with a missing-item dashboard and exportable package.

No. WSIB Form 8 must be completed by the treating clinician and submitted within 48 hours via the TELUS Health Provider Portal. Hivi-X collects supporting documents and claim metadata before the visit so Form 8 preparation is faster.

Effective November 2025, CMTO's standard requires RMTs to collect PHI in a client-centred way with clear purpose and consent. Clinics should self-review intake forms against the standard. Hivi-X supports structured, pre-visit collection and review — it does not certify compliance.

CPO requires physiotherapists to maintain health records for at least 10 years after the last entry. CMTO requires 10 years after the last client contact for RMTs; CCO requires 7 years for chiropractors. Hivi-X stores electronic intake records but does not set your retention policy.

On servers hosted in Canada. AI processing uses infrastructure Hivi-X operates — patient data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers. Sensitive fields use AES-256-GCM at rest; traffic uses TLS.

If Hivi-X holds copies of PHI, your clinic remains the custodian and should include the vendor in privacy impact assessments, retention schedules, and breach response plans. Hivi-X provides export and deletion tools; your privacy officer sets policy.

$39 CAD/month (Starter), $59/month (Professional), or $99/month (Enterprise). All plans include a free trial, unlimited checklists you build yourself, Canadian hosting, and self-hosted AI.