Got a new job? Congratulations! Be sure to let the College know through the PT Portal within 30 days. It’s required.
Before accepting your first patient as a physiotherapy business owner, you must ensure your business practices are in accordance with the standards, your practice is safe for patients and you have adequate liability insurance.
The following checklist compiles all of the professional obligations you should consider before opening your practice or seeing patients privately.
If you are looking for additional information or have specific questions, please contact the Practice Advisors at practiceadvice@collegept.org or 1-800-583-5885 ext. 241.
Fees, Billing and Accounts
Decide what forms of payment you will accept (e.g., cash, debit, credit, third party payers) and understand your obligations.
Have a written fee schedule for each funding stream that will be accepted at your practice. See the Fees, Billing and Accounts Standard for fee schedule requirements.
Have a billing system that allows for regular audits and an itemized account for services and/or products if the patient or payer requests one.
Physical Work Environment
Consider patient safety when setting up your work space or clinic. If you are purchasing an existing business, evaluate the existing setup of the clinic and make any improvements necessary to ensure patient safety.
Ensure your work space will be in compliance with the requirements of the Accessibility for Ontarians with Disabilities Act.
Ensure there are areas that allow privacy for patients when possible.
Plan for possible emergencies and document protocols for action.
Infection Control and Equipment Maintenance
Ensure current infection prevention and control measures that are relevant to your practice setting will be written and used. See Infection Control and Equipment Maintenance Standard for more information.
Have a process for safe management and disposal of waste and sharps.
Ensure there is a process for routine servicing and maintenance of the equipment you will use.
Record Keeping and Privacy
Ensure there is a system in place that allows for the clinical and financial records requirements of the Record Keeping Standardto be met.
Understand the obligations of the Health Information Custodian (HIC) and an agent of the HIC, and ensure staff and patients are aware of who the HIC or agent of the HIC is (if applicable).
Learn the difference between personal information and personal health information, and how this relates to your business.
Develop a privacy policy for the collection, use and disclosure of personal information and personal health information, the steps that will be taken to protect this information, and how patients will be able to access their information.
Have a system in place for the secure storage of clinical and financial records for the designated retention period. The storage of records must meet the privacy requirements of the Personal Health Information Protection Act (PHIPA) and it must be possible for these records to be reproduced throughout the retention period.
Ensure there is a policy for how the personal health information of patients will be released in accordance with PHIPA when requested.
Working with Physiotherapist Assistants (PTAs)
Ensure adequate supervision will be provided for physiotherapist assistants in accordance with the Working with Physiotherapist Assistants Standard. This involves having a written communication plan, ensuring the competency of PTAs will be routinely evaluated, and ensuring an alternate supervisor is designated if a supervising physiotherapist cannot be reached.
Ensure the billing system in place allows for names and job titles of PTAs to appear on patient invoices.
Advertising
Ensure your marketing materials (advertisements) meet the requirements of the Advertising Standard.
Maintaining Boundaries
Be sensitive to the practice setting of your business, especially when providing care in an informal environment such as a patient’s home. Please refer to the Boundaries and Sexual Abuse Standard for more information about managing professional boundaries.
Conflict of Interest
Avoid business arrangements that include real, potential, or perceived conflicts of interest. See the Conflict of Interest Standard.
College Membership Requirements
Ensure your liability insurance meets the requirements of the College. You should also consider other types of liability insurance for your business.
Update your employment information with the College within 30 days of changes to your employment. Contact the Registration Team at registration@collegept.org or use the PT Portal.
If you decide to incorporate your business, apply for a certificate of incorporation with the Registration Team.
Ensure you are rostered for any controlled acts you will be performing and for supervising PTAs (if applicable).
Additional Considerations
Develop a business plan.
Ensure you have the financial resources needed to start your business.
Seek legal advice about the following: registering your business, incorporating your business, zoning by-laws for your area, employment contracts, leases, and partnership agreements.
Seek the advice of an accountant on taxation for your business, bookkeeping and payroll set-up options, and incorporation.
Seek the advice of an insurance broker about insurance for your building, employee health benefits packages, and other insurance-related concerns.
Physiotherapists are required to have certain written policies and procedures in place to help manage things like adverse events, fees, and communication with PTAs. Download and review the Policies and Procedures Checklist to make sure you have everything in place.
Additional Resources
How to apply for a Certificate of Incorporation
Canadian Physiotherapy Association: Independent Contractors
Tax information for businesses: Do you need a business number?
E-learning Module on Duty to Accommodate
Information and Privacy Commissioner of Ontario