Guide

CMTO collecting personal health information standard and clinic intake

Effective November 2025, CMTO's Collecting Personal Health Information from Clients Standard requires RMTs to collect PHI in a client-centred way with clear purpose and consent. CMTO does not conduct routine audits of intake forms — registrants self-review. Hivi-X supports structured pre-visit collection and review; it does not certify compliance.

What changed in November 2025

CMTO's standard emphasizes client-centred collection: patients should understand why information is collected, how it will be used, and what consent they are giving. Intake forms should be clear, purposeful, and appropriate to the treatment context.

Multi-disciplinary clinics with RMTs should audit health history questionnaires, consent forms, and tele-rehab addenda against the standard. CPO and CCO maintain parallel record-keeping and consent obligations for PTs and chiropractors.

Intake form self-review checklist

Use this operational checklist when reviewing your clinic's intake materials (not legal advice):

Is the collection purpose stated in plain language?
Does consent cover assessment, treatment, and communication methods?
Are optional vs required fields clearly marked?
Do tele-rehab and hybrid visit consents address privacy on video platforms?
Can staff demonstrate when and how consent was obtained?

RMT-specific documentation timing

CMTO requires consent discussions to be documented within 24 hours. Structured pre-visit intake — where patients review and submit consent before arrival — gives reception a timestamped record on the clinic-controlled file.

Hivi-X does not replace your EMR chart or conduct compliance audits. It helps collect, review, and export pre-visit documents so clinician time starts with care.

How structured pre-visit collection helps

Checklist-driven intake separates collection from clinical assessment. The office manager approves each item; voice summaries capture phone intake recaps; export packages support transfer to Jane, Cliniko, or your EMR of record.

Consult qualified counsel and your college guidance. See the official standard at cmto.com/rules/collecting-personal-health-information-from-clients-standard/.

Organize clinic intake before eval day

Reusable Ontario checklists, my-id.ca patient uploads, and exportable packages for Jane or Cliniko.

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FAQ

CMTO does not conduct routine audits of PHI collection forms. Registrants are expected to self-review against the standard. Complaints-driven reviews may occur. Hivi-X supports organized intake; it does not certify compliance.

Client-centred purpose statements, clear consent for assessment and treatment, and transparency about how PHI will be used and stored. Multi-disciplinary clinics should align PT, RMT, and chiro forms with each college's expectations.

No. Hivi-X is a tool hosted in Canada with encryption and self-hosted AI. Your clinic remains the health information custodian under PHIPA.

General information for Ontario physiotherapy and rehabilitation clinics only. Not legal, clinical, privacy, or billing advice. Not affiliated with CPO, CCO, CMTO, WSIB, or any college or insurer. Hivi-X is document-collection software — it is not a licensed healthcare provider, does not provide physiotherapy or clinical advice, does not submit WSIB Form 8 or insurer billing, and does not certify PHIPA or college compliance. Your clinic remains the health information custodian under PHIPA. Consult qualified counsel and your college guidance. Last updated 2026-07-09.