When you close your practice, Records Management looks after your patient records on your behalf. We notify your patients, securely store your paper and EMR charts, and handle every record request that follows, so the day-to-day comes off your desk.
No cost to family physicians and pediatricians for active patient charts.
The CPSO’s Closing a Medical Practice policy sets clear expectations for Ontario physicians, and they continue for years after the office closes.
A mailed notice to every patient, followed by phone outreach, so no one is missed because a letter went to an old address.
Paper, EMR exports or both. We pack, transport and store them in our own secure, climate-controlled facilities in Ontario.
Patients, new physicians and authorized third parties request records from us directly. Most requests are fulfilled within a week.
When the retention period ends, records are securely shredded and you receive a Record of Destruction.
Whether it’s a few filing cabinets or a storage room full of boxes, Records Management takes all of it. We supply the boxes and materials, and can support your team on site with packing. We handle transport and store everything in our secure, climate-controlled facility. Records that need to be accessed are digitized and indexed, so they’re available whenever a patient or physician asks for them.
No sorting, no purging, no boxes left in your basement.
We handle the paper, the digital files, and everything that comes after.
Family physicians and pediatricians: no cost for active patient charts, meaning patients seen in the last three years. Older records are quoted separately.
Specialists: a custom quote based on your specialty and the size of your practice.
Please call us before any charts are transferred. To keep this service at no cost, we handle all patient record requests for your practice. A short call first lets us set things up the simplest and lowest-cost way for you and your patients.
Patients: pay a fee when they request a copy of their record. That is what lets us take on closures at no cost to family physicians and pediatricians.
Starting three to six months before your closing date gives you time to notify patients properly and plan the transition without rushing.
The service recently provided to me by Records Management Ltd, was exemplary in every respect.
I am therefore, pleased to give my unreserved recommendation of this company to any of my medical colleagues who may be considering retirement from their practice, closure of practice for any reason, as well as, storage and/or shredding of documents.
Commendations from a satisfied client.
I had imagined that the transition from running a high profile medical practice to that of retiremend, would be one of stress, chaos and frustration, all of which couldn’t be further from the truth. In actual fact, the staff at Records Management, were extremely helpful, thus alleviating all my fears.
I can honestly say that Records Management offers excellent customer service, reliability, and one whose integrity is beyond reproach.
They provided my patients with written mail notification of my practice relocation as soon as it becomes that I will be leaving my group in orther to build a solo practice. Their experience, strategic knowledge and tactical experience really helped me in managing a CPSO compliant notification campaign for over 1500 patients and 260 Family Physitians.
Their team is very proffecional and they get the work done fast. They are easily reachable and reply to emails and calls fast. I highly recomend them to anyone who is planning practice relocation.
I recently retired after 47 years of family medicine. I am grateful to Records Management Ltd. for their professional and efficient service. The team went above and beyond to successfully reach out to all of my patients during a postal strike. I have no hesitation to highly recommend this company to close any medical practice.
To receive a quote for your project we need to ask you a few questions. Our team will get in touch with you within one business day.
