WSIB physiotherapy intake documents in Ontario

What WSIB needs before first treatment

When a worker arrives at your clinic with a WSIB claim, reception needs more than a health card. Claim number, employer details, date of injury, and prior treatment history help your team confirm intake completeness before the treating clinician begins care. Billing eligibility and Form 8 submission remain clinician responsibilities via TELUS Health.

Jane and Cliniko portals often miss documents that arrive by fax or email from employers and case managers. Those gaps surface on eval day — when the therapist should be assessing, not chasing paperwork.

• WSIB claim number and employer name
• Date and mechanism of injury
• Prior treatment records and return-to-work correspondence
• Health history and consent (standard intake)
• Supporting employer or case-manager letters

Form 8 vs pre-visit intake

WSIB Form 8 must be completed by the treating clinician and submitted within 48 hours of beginning treatment via the TELUS Health Provider Portal. That submission channel is mandated — Hivi-X does not replace it.

Hivi-X handles the step before the visit: collecting claim metadata and supporting documents so Form 8 preparation is faster and your office manager knows the file is complete before the patient is on the table.

Pre-visit vs post-visit WSIB documentation

Separating what you collect before the appointment from what the clinician completes after treatment keeps admin and clinical roles clear:

• Pre-visit: claim number, employer, injury date, consent, health history, prior records, employer correspondence.
• At visit: clinical assessment and treatment initiation.
• Post-visit (48h): Form 8 submission via TELUS Health by the treating clinician.
• Ongoing: clinician-documented treatment updates per WSIB and college requirements (outside Hivi-X).

How clinics reduce fax and portal friction

Build a reusable WSIB intake checklist in Hivi-X. Share it with the patient via secure guest link (no account needed) or my-id.ca portal. Staff add faxed employer letters as they arrive. The office manager reviews each item before the schedule — no more "we'll sort it at the front desk on eval day."

Export an organized intake package for upload into Jane, Cliniko, or your chart of record. This page is general operational information, not WSIB billing or legal advice.