Frequently Asked Questions

How do you add a client/patient file?

How do you add a specific form into the client’s file?

How do you generate a receipt?

How do you generate an intake report for a specific time period?

How do I reset my password if I forget it?

What do you mean by legislation compliant?

What I do with my existing paper health records?

How does my client sign the Health History form?

How will my information be protected?

How do I contact digitalRMT?



How do you add a client/patient file?

Once logged in, you will see across the orange banner “New Client”, “Client List” and “Logout”, click on “New Client”. You will see a list of information to fill in for the new client, the minimum amount that is needed is the full name and the birthdate. All the other fields are for your reference, please fill in the information you wish to see on your client recall list. If you fill in the phone number and email address those fields will show up in your client list along with the name.

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How do you add a specific form into the client’s file?

Once you have logged in, you will see your list of clients. Click on “open session”, across the top below the orange banner, you will see all the forms listed across the screen, just click on the form you would like to add.

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How do you generate a receipt?

Once you have logged in, you will see your list of clients. Click on “open session”, across the top below the orange menu bar, you will see all the forms listed across the screen, click receipt. The information you registered with will preload into the receipt, as will the client’s name, then fill in the treatment length and choose the type of treatment. You can click print to print it immediately or save it, to download it from your client files. If the receipt is being printed for the purpose of submitting to insurance company, select the “white paper” beside the “print” button, and print from your browser tools.

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How do you generate an intake report for a specific time period?

Once logged into your membership, locate “Download” in the orange menu bar. Once clicked, you will see the options for downloading client records and also for downloading the intake report.

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How do I reset my password if I forget it?

Select login from the homepage, beside the Login button is “Forgot username/password?”. Click, and submit your email. Then check your email for the reset your password link.

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What do you mean by legislation compliant?

There are two components that refer to “legislation compliance”. Firstly, our regulating colleges in the three regulated provinces mandate how electronic files must be kept. The CMTO, CMTBC and CMTNFL states the requirement for electronic record keeping:

  1. Entries should be chronological, including the date of each input.
  2. Patient confidentiality is paramount and therefore access should be prohibited to unauthorized personnel, utilizing codes or passwords.
  3. An audit trail should be maintained allowing the Registrant to make additions or corrections to the record. Original entries must not be modified and any additions or corrections should identify the date they were made and the identity of the individual who made them.
  4. Regular back-up copies should be retained, preferably off site. Safe storage is paramount.
  5. The system should be able to produce a hard copy promptly, when a patient requests same.

The features on Digital RMT satisfy the above requirements. Digital RMT also recommends that you store any other files such as copies of x-rays, lab results, or referral slips in the same place you keep the files that you download from this website.

Secondly, the term “legislation compliance” refers to the complete health file as set out in the legislation for each province as well as the massage acts with in each province1. Both the specific forms required and the contents of those forms are specified within the regulations. To have a complete health file, all five forms on digitalRMT need to be completed. In any particular form, there are required fields and fields that only need to be filled out if applicable (such as the assessment form where the top portion is required information where the bottom portion is optional). All forms will have required fields marked. 1. Compliant forms refers to electronic filing requirements and health file requirements as set out in the standards of practice of Ontario and New Foundland and The Scope of Practice for the Province of British Columbia (standards (4-10,14) ) , along with: Personal Health Information Protection Act, 2004 (PHIPA), Personal Information Protection and Electronic Documents Act, 2000 (PIPEDA), the Regulated Health Professions Act 1991 (Ontario), the Health Care Consent Act 1996 (Ontario), Health Care (Consent) and Care Facilities (Admission) Act 2000 (British Columbia) the Massage Therapy Act 1991 (Ontario)., Consent To Treatment And Health Care Directives Act 2010 (New Foundland and Labrador), Massage Therapy Act, 2005 (New Foundland and Labrador), Health Professions Act 1996 (British Columbia), Massage Therapists Regulation (British Columbia)

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What I do with my existing paper health records?

There are a few options.

First you can just store your current paper records in a secure location and from this point forward change to electronic record keeping. If this is done, Digital RMT recommends that you transcribe the last 3 treatments, and their health history to your files on this website for reference.

Secondly you can scan all your paper files and store your scanned files securely on your laptop or electronic storage such as an external hard drive or USB flash drive. Always make sure stored files are password protected. Thirdly, although labour intensive, you could transcribe all your paper records to the electronic format. *Digital RMT recommends you always have a backup of electronic health records. This website provides one source of files, we recommend that you back up any files on this website to a second location that is password protected.

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How does my client sign the Health History form?

How does my client fill out and sign the Health History form?

Referring to the relevant legislation, a verbal OR signed consent on any form is allowed. It is permitted to have verbal consent, but you must indicate that on the bottom of the form. The forms on Digital RMT are designed to record that statement.

If you feel more comfortable with the actual signature, or would like your client to fill out the health form themselves, there are a few options available.

  • After signing in to Digital RMT, you will see  “Health History download”. Download and open the document on your tablet using an appropriate App that will allow for marking up a document (such as ezPDF or RepliGo). Have the client fill out with a stylus, save file and keep with your backed up health files.

  • After signing in to Digital RMT, find “Health History download”. Download and print. Laminate the printed form. Have the client fill out with a pen designed to write on plastic, such as an overhead pen. Then simply transcribe the information to the health history file on your membership. Wipe laminated form clean and it is ready for your next new client.* If you would like to record the signature on the form, simply take a digital picture of the signature on the laminated form, and store the digital signature file with your backed up health files. Tablets and smart phones are handy for this function.

  • After signing in to Digital RMT, find “Health History download”. Download and print. Have the client fill out form. Then simply transcribe the information to the health history file on your membership. Shred paper once the information is transcribed.

  • If you require assistance, please visit our contact us page

*Digital RMT does not recommend that you allow the client to fill out the health history form from your member area on the site, this would allow the possibility of the client to access other people’s health information and contravene the confidentially of your client's information

 

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How will my information be protected?

At Digital RMT we understand that confidentiality is paramount. The website is protected by the following safety

procedures and safeguards:

SSL enabled and additional encryption: SSL provides security to this website by encrypting communications between the server and the person visiting the website. Passwords and forms are additionally encrypted to ensure that client information is safe and secure.

Our computer systems are password-secured and constructed in such a way that only authorized individuals can access secure systems and databases.

The servers hosting the memberships have: UPS and diesel generator power systems in case of power outages. State of the art climate control systems. Pre-action dry pipe sprinkler system with clean agent fire extinguishers. Security card access and DVR camera systems. Network Operations Center (NOC) staff monitors the network 24x7x365, while network engineers and facility staff are available at any time in the event of an emergency.

Please also refer to our “privacy policy” section at the bottom of the website.

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