Client intake and PHIPA: collecting health documents safely
Therapists, clinics, and allied-health practitioners collect health information at intake - forms, consent, insurance cards, prior records. That information carries some of the strictest handling expectations there are. Email is not built for it.
What the privacy laws actually expect
PHIPA in Ontario, similar provincial laws across Canada, and HIPAA in the United States all share a common spine: collect the minimum necessary, protect it with appropriate safeguards (encryption, access control), keep a record of access, and do not hold it longer than needed.
No single tool makes you compliant - compliance is about your whole practice. But the channel you use to collect documents is a control you can fix today.
A safer intake channel
Clients should upload intake documents through a single secure link, without creating an account. Files should be encrypted in transit and at rest, with optional end-to-end encryption for the most sensitive records, and every action should be audit-logged.
A reusable intake template means each new client gets the same checklist, and nothing sensitive sits in your front-desk inbox waiting to be filed.
It is a collection channel, not a record system
A secure intake link is not an electronic health record and does not replace one. Its job is to get documents from the client to you safely, after which you store them in whatever system your practice already uses.
Ready to try it on your next intake? See how it works.