You’ve been part of a group practice for some time.

Now, you’re preparing to open your own clinic, relocate to another area, or step away from practice altogether. Whatever your next move, it’s important to understand your responsibilities when it comes to patient health records.

Here’s what you need to know to leave well—and stay compliant.

Understanding Your Rights and Responsibilities

When you leave a group practice, you still have important obligations tied to patient records. These include:

• Record access, security, and retention – You’re responsible for the health records you’ve collected while in practice.
• Right of continuing access – You have the right to access the records of patients you’ve cared for, even after leaving, to respond to inquiries for access, disclosure, complaints, or investigations.
• Continuity of care – You’re responsible for ensuring appropriate access to patient records to support ongoing care.
• Duty to inform – Patients should be made aware of your departure and how their records will be managed.
• Respect existing agreements – This includes any contracts or group practice policies in place, such as Information Management Agreements (IMAs) or Information Sharing Agreements (ISAs).

Resources to Guide You

Before finalizing your departure, review the following documents and standards:

• Your contract – especially termination clauses
• Information Management Agreements (IMAs) – with both the group practice and EMR providers
• Information Sharing Agreements (ISAs)
• Privacy and security policies – especially those related to closing or relocating a practice
• Professional college standards – around recordkeeping and patient notification
• Provincial health privacy legislation – such as Alberta’s Health Information Act or Ontario’s PHIPA

These documents can help clarify who retains custody of the records, what access rights you have, and how to ensure continuity of care for your patients.

What Are Your Plans?

Your responsibilities will vary depending on your next step:
If You’re Relocating (and Patients May Follow)
You may want to request a copy of relevant patient records for continuity of care. To do this:

• Review your IMA – Is there a cost to receive a copy of your patient records?
• Talk to your EMR vendor – Is data export or transfer supported? What is the cost?
• Ensure data quality assurance – Will the records be intact and complete?
• Prepare a new Privacy Impact Assessment (PIA) for your new location, including data migration

If You’re Leaving Practice or Relocating Far Away
You may choose to leave records with the current group practice. In that case:

• Make sure you have a written agreement outlining who is responsible for access, storage, and disclosures.
• Update your IMA to authorize the group to manage patient inquiries on your behalf.
• Keep in touch with group practice so that they can reach you in case you’re needed to support access to patient records or respond to complaints. You also want to know if the group practice changes significantly.
• Don’t abandon your records. Even if you’re no longer practicing, you’re still responsible for their safekeeping

The group practice must also agree to manage your patient records on your behalf. Don’t make assumptions—get it in writing!

It Takes Time

You didn’t start your practice overnight. It will take time to successfully plan and implement the transition of patient records when you leave the group practice.

Leaving a group practice is a significant professional step—and handling patient records properly is part of doing it right.

With the right planning, communication, and documentation, you can support your patients, protect yourself, and move forward with peace of mind.

Want Extra Support To Navigate Your Transition?

These resources include practical templates, checklists, and expert guidance to help you leave your current practice confidently and in compliance.

✅ Download the Practice Management Success Tips – Closing or Moving Your Healthcare Practice

✅ Get your copy of The Top 3 Agreements Your Healthcare Practice MUST Have (and Why)