Due to unforeseen circumstances where a practitioner is no longer able to manage their practice, it is essential to ensure that client health records are retained, transferred, or disposed of in accordance with legal and ethical standards. Therabyte supports this process by allowing users to designate an Emergency Custodian within the platform.
This ensures compliance with health information regulations and provides peace of mind that your clients’ data will be managed responsibly.
What is an Emergency Custodian?
An Emergency Custodian is a third-party individual designated to manage your health records in the event you are unable to do so. This person should be someone you trust and who can be reached reliably via email and phone.
Steps to Set Up an Emergency Custodian in Therabyte
Create a New Third-Party Organization
- Navigate to Clinic Setup > Third Party.
- Click New Third Party.
- Name the organization something like Emergency Custodian.
Add a Contact to the Emergency Custodian Organization
- Go to Contacts and click the + button to add a contact.
- Fill in the contact’s full name, email address, and phone number.
Verify with Your Custodian
- Ensure the custodian understands their role and agrees to act on your behalf in managing health records.
- You may wish to complete a written agreement outside of Therabyte for legal documentation.
Options for Managing Your Clinic’s Data
If you're planning ahead, it's important to know what options are available for handling your clinic’s data. Therabyte provides tools and guidance to help you:
- Retain records securely within the platform.
- Transfer records to a designated Emergency Custodian.
For a detailed checklist on how to offboard from Therabyte, including data export, client notifications, and account closure, please refer to the Offboarding Checklist.