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“A Toronto physiotherapist emailed a patient's assessment notes to the wrong referring doctor and had to file a privacy breach report with the IPC.”

Ontario's Personal Health Information Protection Act requires encrypted storage, access controls, and audit trails for every piece of patient data. Most clinics still email clinical notes, store intake forms in shared Google Drives, and text appointment details. Each one is a potential breach that carries fines up to $200,000.

“A Brampton chiropractic clinic prints 12-page intake packets. The receptionist spends 40 minutes per new patient manually entering handwritten answers because half the fields are illegible.”

New patients fill out paper forms in the waiting room, often arriving late, which backs up the entire schedule. The data then has to be deciphered and re-typed, introducing errors in health history, medication lists, and insurance details that follow the patient through every future visit.

“A Mississauga massage therapist spent every Sunday afternoon manually typing insurance receipts with her registration number, HST number, and diagnosis codes. She miscoded three receipts last month and two patients' claims got denied.”

Registered health professionals in Ontario must issue receipts with specific fields: practitioner registration number, HST/GST number, diagnosis or treatment codes, and duration. Doing this manually in Word or a generic invoice tool leads to formatting errors, missing fields, and denied insurance claims that frustrate patients.

“A Hamilton naturopath uses Jane App for booking, a separate EHR for SOAP notes, and QuickBooks for billing. When a patient called about a supplement interaction, she spent 15 minutes finding the relevant visit notes across all three.”

Health practitioners cobble together booking software, clinical documentation, and accounting tools that don't talk to each other. Patient history lives in silos, making it impossible to get a full picture during a session without tab-switching and manual cross-referencing.

“A Toronto personal trainer had four clients cancel Monday sessions in January with less than two hours' notice. That's $480 in lost revenue with zero chance of filling those slots.”

Health and wellness practitioners sell time. A same-day cancellation means an empty hour that can't be resold, but most practitioners feel uncomfortable enforcing cancellation policies because they manage everything through informal texts and verbal agreements. There's no system backing them up.