{"id":6084,"date":"2025-04-14T10:43:40","date_gmt":"2025-04-14T14:43:40","guid":{"rendered":"https:\/\/www.coto.org\/?post_type=resource&#038;p=6084"},"modified":"2025-04-15T12:45:07","modified_gmt":"2025-04-15T16:45:07","slug":"record-keeping-considerations-for-employers","status":"publish","type":"resource","link":"https:\/\/www.coto.org\/resources\/record-keeping-considerations-for-employers\/","title":{"rendered":"Record Keeping Considerations for Employers"},"content":{"rendered":"\n<p>Occupational therapists are responsible for keeping detailed records about their clients&#8217; care. These records are legal documents and are very important for ensuring clients receive safe, ethical, and effective care.&nbsp;<\/p>\n\n\n\n<p>If an occupational therapist (OT) leaves their job suddenly\u2014because of resigning, being let go, or taking an unexpected leave\u2014there may be instances when records are not completed.<\/p>\n\n\n\n<p>Incomplete records can cause problems for clients, the therapist, and the employer. That is why it is important to have a plan to ensure that records are completed and accessible.<\/p>\n\n\n\n\n<div class=\"content-section-block has-fade-in-up  align wp-block-acf-content-section\" id=\"section-why-do-complete-records-matter\">\n    <div class=\"section-header \">\n        <h2>\u00a0Why do complete records matter?\u00a0<\/h2>\n            <\/div>\n\n    <div class=\"content-section\" aria-hidden=\"false\">\n        <div class=\"acf-innerblocks-container\">\n\n<ol start=\"1\" class=\"wp-block-list\">\n<li><strong>Legal and professional rules<\/strong>: Incomplete records can lead to legal or professional trouble for the therapist or the organization. Missing information can raise concerns about honesty, safety, and transparency.&nbsp;<\/li>\n\n\n\n<li><strong>Client safety and ongoing care<\/strong>: Other healthcare providers rely on complete records to determine how to continue care. If records are missing or unclear, treatment could be delayed or harm the client.&nbsp;<\/li>\n\n\n\n<li><strong>Professional responsibility<\/strong>: OTs are expected to finish their documentation before leaving. &nbsp;<\/li>\n\n\n\n<li><strong>Risks for the employer<\/strong>: Missing documentation may cause unintended issues, such as complaints, legal proceedings, or harm to the organization&#8217;s reputation.&nbsp;<\/li>\n\n\n\n<li><strong>Increased workload for other staff<\/strong>: If the departing OT&#8217;s records are incomplete, other staff may be unable to fill in the gaps without full information and may need to start from the beginning, causing inefficiencies. &nbsp;<\/li>\n<\/ol>\n\n<\/div>\n    <\/div>\n<\/div>\n\n\n\n<div class=\"content-section-block has-fade-in-up  align wp-block-acf-content-section\" id=\"section-employer-considerations\">\n    <div class=\"section-header \">\n        <h2>Employer considerations<\/h2>\n            <\/div>\n\n    <div class=\"content-section\" aria-hidden=\"false\">\n        <div class=\"acf-innerblocks-container\">\n\n<ul class=\"wp-block-list\">\n<li><strong>If the OT gives notice<\/strong>: ideally, it is best if the occupational therapist and the employer can work together to create a plan whereby the OT can finish their records given time to complete the necessary record keeping and ensure there is minimal disruption for the patient\/client as possible. &nbsp;<\/li>\n\n\n\n<li><strong>If communication is difficult<\/strong>: the College expects the OT to take reasonable measures to communicate relevant information to help the employer manage client care and notify clients about the change.&nbsp;<\/li>\n\n\n\n<li><strong>If communication is not possible<\/strong>: the employer should be prepared to manage requests for ongoing services and documentation, including reviewing the available information and notifying clients about their options for occupational therapy services.&nbsp;<\/li>\n<\/ul>\n\n<\/div>\n    <\/div>\n<\/div>\n\n\n<p><a id=\"_msocom_1\"><\/a>Circumstances may vary when dealing with incomplete record keeping. Not sure how to manage your situation? The College&#8217;s <a href=\"https:\/\/www.coto.org\/registrants\/practice-support\/\" data-type=\"page\" data-id=\"1290\">Practice Resource Service<\/a> is here to help.<\/p>\n\n\n\n<p>For practice questions, please get in touch with our&nbsp;Practice Resource Service at 1-800-890-6570 ext. 240 or&nbsp;<a href=\"mailto:practice@coto.org\">practice@coto.org<\/a>.&nbsp;<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading has-large-font-size\">Other College documents and resources<\/h2>\n\n\n\n<div class=\"resource-grid has-fade-in-up\" role=\"grid\" aria-label=\"Resource Grid\">\n    \n\n<a \n    href=\"https:\/\/www.coto.org\/resources\/standard-for-record-keeping-2023\/\" \n        class=\"resource-link resource-item \" \n    aria-label=\"Standard for Record Keeping, 2023 \"\n>\n    <div class=\"card-header\">\n        <!-- Resource Types -->\n       <div class=\"resource-types\">\n            <div class=\"resource-type-item\">\n                                                            <img loading=\"lazy\" decoding=\"async\" width=\"22\" height=\"24\" src=\"https:\/\/www.coto.org\/wp-content\/uploads\/2024\/12\/Standards.svg\" class=\"attachment-full size-full\" alt=\"Standards Icon\" aria-hidden=\"true\" \/>                                                                <span>Standards<\/span>\n                                                <\/div>\n        <\/div>\n\n        <!-- Resource Languages -->\n                            <div class=\"resource-languages\">\n                                                        <button \n                        class=\"resource-language-item\"\n                        data-language-url=\"https:\/\/www.coto.org\/resources\/standard-for-record-keeping-2023\/normes-de-tenue-des-dossiers-2023\/\"\n                        data-external=\"false\"\n                        onclick=\"window.resourceCardHandlers.handleLanguageClick(event, this)\" \n                        aria-label=\"Go to resource in FR - Normes de tenue des dossiers, 2023\"\n                        title=\"Normes de tenue des dossiers, 2023\"\n                    >\n                        FR                    <\/button>\n                            <\/div>\n                \n\n        <!-- External Resource Indicator -->\n                <!-- File Resource Indicator -->\n            <\/div>\n\n    <div class=\"card-title\">\n        <!-- Resource Title -->\n        <h3>Standard for Record Keeping, 2023<\/h3>\n    <\/div>\n\n    <!-- Resource Topics -->\n    <!-- <div class=\"card-footer\">\n                    <div class=\"resource-topics\">\n                                    <span class=\"resource-topic-item\">\n                        Competencies &amp; Standards                    <\/span>\n                                    <span class=\"resource-topic-item\">\n                        Privacy                    <\/span>\n                                    <span class=\"resource-topic-item\">\n                        Record Keeping                    <\/span>\n                            <\/div>\n            <\/div> -->\n\n<\/a>\n\n\n\n\n<script>\n    \/\/ Initialize the global handler object if it doesn't exist\n    if (typeof window.resourceCardHandlers === 'undefined') {\n        window.resourceCardHandlers = {\n            handleLanguageClick: function(event, element) {\n                event.preventDefault();\n                event.stopPropagation();\n                const url = element.getAttribute('data-language-url');\n                const isExternal = element.getAttribute('data-external') === 'true';\n                \n                if (url) {\n                    if (isExternal) {\n                        window.open(url, '_blank', 'noopener,noreferrer');\n                    } else {\n                        window.location.href = url;\n                    }\n                }\n            }\n        };\n    }\n<\/script>\n\n<a \n    href=\"https:\/\/www.coto.org\/resources\/discontinuing-services\/\" \n        class=\"resource-link resource-item \" \n    aria-label=\"Guidance: Discontinuing Services, 2021 \"\n>\n    <div class=\"card-header\">\n        <!-- Resource Types -->\n       <div class=\"resource-types\">\n            <div class=\"resource-type-item\">\n                                                            <img loading=\"lazy\" decoding=\"async\" width=\"22\" height=\"22\" src=\"https:\/\/www.coto.org\/wp-content\/uploads\/2024\/12\/Practice-Guidance.svg\" class=\"attachment-full size-full\" alt=\"Practice Guidance Icon\" aria-hidden=\"true\" srcset=\"https:\/\/www.coto.org\/wp-content\/uploads\/2024\/12\/Practice-Guidance.svg 160w, https:\/\/www.coto.org\/wp-content\/uploads\/2024\/12\/Practice-Guidance.svg 1536w, https:\/\/www.coto.org\/wp-content\/uploads\/2024\/12\/Practice-Guidance.svg 2048w, https:\/\/www.coto.org\/wp-content\/uploads\/2024\/12\/Practice-Guidance.svg 22w\" sizes=\"auto, (max-width: 22px) 100vw, 22px\" \/>                                                                <span>Practice Guidance<\/span>\n                                                <\/div>\n        <\/div>\n\n        <!-- Resource Languages -->\n                            <div class=\"resource-languages\">\n                                                        <button \n                        class=\"resource-language-item\"\n                        data-language-url=\"https:\/\/www.coto.org\/resources\/discontinuing-services\/cessation-de-services\/\"\n                        data-external=\"false\"\n                        onclick=\"window.resourceCardHandlers.handleLanguageClick(event, this)\" \n                        aria-label=\"Go to resource in FR - Cessation de services\"\n                        title=\"Cessation de services\"\n                    >\n                        FR                    <\/button>\n                            <\/div>\n                \n\n        <!-- External Resource Indicator -->\n                <!-- File Resource Indicator -->\n            <\/div>\n\n    <div class=\"card-title\">\n        <!-- Resource Title -->\n        <h3>Guidance: Discontinuing Services, 2021<\/h3>\n    <\/div>\n\n    <!-- Resource Topics -->\n    <!-- <div class=\"card-footer\">\n                    <div class=\"resource-topics\">\n                                    <span class=\"resource-topic-item\">\n                        Working as an OT                    <\/span>\n                            <\/div>\n            <\/div> -->\n\n<\/a>\n\n\n\n\n<script>\n    \/\/ Initialize the global handler object if it doesn't exist\n    if (typeof window.resourceCardHandlers === 'undefined') {\n        window.resourceCardHandlers = {\n            handleLanguageClick: function(event, element) {\n                event.preventDefault();\n                event.stopPropagation();\n                const url = element.getAttribute('data-language-url');\n                const isExternal = element.getAttribute('data-external') === 'true';\n                \n                if (url) {\n                    if (isExternal) {\n                        window.open(url, '_blank', 'noopener,noreferrer');\n                    } else {\n                        window.location.href = url;\n                    }\n                }\n            }\n        };\n    }\n<\/script><\/div>","protected":false},"excerpt":{"rendered":"<p>Occupational therapists are responsible for keeping detailed records about their clients&#8217; care. These records are legal documents and are very important for ensuring clients receive safe, ethical, and effective care.&nbsp; If an occupational therapist (OT) leaves their job suddenly\u2014because of resigning, being let go, or taking an unexpected leave\u2014there may be instances when records are [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":0,"parent":0,"menu_order":0,"template":"","meta":{"_acf_changed":false,"advanced_seo_description":"","jetpack_seo_html_title":"","jetpack_seo_noindex":false,"footnotes":""},"resource-audience":[19,17],"resource-topic":[33],"resource-type":[12],"class_list":["post-6084","resource","type-resource","status-publish","hentry","resource-audience-employers","resource-audience-registrants","resource-topic-record-keeping","resource-type-q-and-a"],"acf":[],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/resource\/6084","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/resource"}],"about":[{"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/types\/resource"}],"author":[{"embeddable":true,"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/users\/7"}],"version-history":[{"count":11,"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/resource\/6084\/revisions"}],"predecessor-version":[{"id":6114,"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/resource\/6084\/revisions\/6114"}],"wp:attachment":[{"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/media?parent=6084"}],"wp:term":[{"taxonomy":"resource-audience","embeddable":true,"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/resource-audience?post=6084"},{"taxonomy":"resource-topic","embeddable":true,"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/resource-topic?post=6084"},{"taxonomy":"resource-type","embeddable":true,"href":"https:\/\/www.coto.org\/wp-json\/wp\/v2\/resource-type?post=6084"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}