According to PHIPA (Personal Health Information Protection Act) and PIPA (Personal Information Protection Act), consent to retrieve personal medical records must be given by an individual who is at least 16 years old.
When registering a client who is a Minor (under the age of 16), you must provide authorization from a Substitute Decision Maker (SDM). Without this authorization, records cannot be collected on behalf of the minor.
When SDM Authorization is Required
Authorization from a Substitute Decision Maker (SDM) is also required if the client:
- Is Deceased – Only an executor or legally appointed representative can provide consent.
- Is Incapacitated or Unable to Sign – If the client is unable to provide consent themselves due to physical or mental incapacity, an SDM must provide authorization.
If you would like to edit existing SDM information on a client's profile please see our article How to Edit SDM Information.
Otherwise, please follow the steps below for creating a new client who has a Substitute Decision Maker (SDM):
1. Click on the "Clients" tab located on the left-hand side of the screen.
2. Click the "New Client" button in the top right hand corner.
3. Select "A Substitute Decision Maker is signing the consents" and click Next.
4. Fill in the required fields for the SDM's Personal Information (the person that will be signing the consents on behalf of the client) and click Next.
Note: there are 3 different types of SDMs:
- Parent or Guardian
- Power of Attorney/Litigation Guardian
- Executor of Estate
5. Next, fill in the Client's Personal Information (the person you are requesting records for), click Next, and then Accept the Terms of Use.
6. Review SDM and Client details. If there is an error, click Back and make revisions as needed. If the information is correct, click Next.
7. Upload the Required Documents. You can request e-signature from the SDM or upload the signed authorization(s). Additionally, you will need to upload the Supporting Documents for the Substitute Decision Maker, and Photo ID. Once completed, you can click "Upload & Finish" to complete. Or you may click "Skip for now" if you wish to complete these steps at a later date.
Tip: Please see our article on Appropriate Supporting Documents for a Substitute Decision Maker (SDM)
Great job! You now know how to register a Substitute Decision Maker (SDM) for a client!