Question: Do I need to respond to questions or requests about past clinical records if I have already left my place of employment?

Answer: Yes, as regulated health professionals, occupational therapists are professionally accountable for their work even after leaving their workplace. When leaving a job, occupational therapists are expected to take reasonable steps to collaborate with their employer to minimize the disruption and impact on clients. Refer to COTO’s guidance on Discontinuing Services — The College of Occupational Therapists of Ontario.


Where possible, efforts should be made to complete the necessary clinical documentation before the occupational therapist’s departure to facilitate the transfer of care or to close client files. There may need to be discussions with the employer about organizational policies and procedures to follow and how they will manage future questions about past client care or records. For example, if there is a request for correction of an OT record, the employer may need to contact the occupational therapist (with client consent) to address the issue. Although the occupational therapist is no longer an employee/staff at the company, they are still accountable to the Standard for Record Keeping, 2023 — The College of Occupational Therapists of Ontario and are expected to fulfil their documentation requirements.

In completing their documentation, occupational therapists should consider the information that another occupational therapist would need to pick up the file and continue care. This includes information about

  • the occupational therapy services provided to date, including any assessments, progress reports and recommendations
  • the client’s current status and needs
  • the plan for the file is to be transferred or discharged

Occupational therapists are reminded that the record should be kept professional and reflect clinically relevant information instead of issues that do not pertain to the client.

Working in the best interest of the client and engaging in a collaborative approach with employers is key to ensuring a smooth transition for clients with minimal disruption to care.