Updated: March 2026
ARE you retiring, changing roles, or moving to a different practice setting? It is important that clients continue to receive dietetic care and that personal health information is managed appropriately.
Below are three key areas to consider when transitioning out of private practice.
1. Record Keeping: Managing client records when closing a private practice
Dietitians in private practice should have formal arrangements for the safekeeping and transition of client health and financial records in the event of both planned and unexpected changes in practice.
When entering group practice or establishing a new practice, dietitians should create agreements early that outline how records will be managed if circumstances change.
These agreements may include contracts or policies outlining roles and responsibilities related to client records. These may include who becomes responsible for records, including who becomes responsible for the records if a dietitian is no longer able to practise. A clear succession plan helps prevent the risk of abandoned health records, supports client access, and protects privacy.
One starting point is determining whether you are the Health Information Custodian (HIC) or an agent under Ontario’s Personal Health Information Act, 2004 (PHIPA).
Not sure if you are an HIC? Read Are you a Health Information Custodian? in the Learning Hub.
If you are the HIC
For example, in a solo practice, you are responsible for ensuring that client health and financial records are securely retained for the required retention period established by the College’s Professional Practice Standards for Record Keeping:
- Adults: Records must be kept for 10 years after the last client visit.
- Children: Records must be kept for 10 years after a client turns 18.
You must also provide clients with information about how to access their records in the future.
If you are an agent
If you work in a shared clinic where another organization or professional is the HIC, you must comply with PHIPA and follow all policies established by the HIC. Before leaving the practice, work with the HIC to ensure records are managed appropriately and that clients who require ongoing dietetic care are identified.
Dietitians must make reasonable efforts to ensure clients know where their records will be held after the practice closes. If records are stored within an electronic health record system, clients may still be able to access them through the clinic. If paper charts exist, a clear and secure retention system must be in place.
Typically, the HIC is responsible for informing clients of changes in practice and how to access records. Dietitians who are agents should work with the HIC to identify which clients require ongoing dietetic care to ensure care that is needed is not discontinued or abandoned. Clients should receive reasonable notice to arrange alternative services, at a minimum.
Guidance from the Information and Privacy Commissioner of Ontario provides additional information on preventing abandoned health records. You can read more about this here.
2. Transfer of care and notifying clients
If a private practice is being transferred to another dietitian who will function as the new HIC, the departing HIC is responsible for notifying clients — ideally before the transfer — about the successor dietitian and how to contact them.
While no specific timeline is defined, this notification should occur within a reasonable period, giving clients time to decide whether to continue care with the new dietitian or to seek other services.
Once client records are transferred, the successor dietitian becomes the health information custodian and assumes responsibility for managing records. This often occurs when a dietitian retires and another dietitian takes over the practice.
If the practice is closing permanently and records will not be transferred to another dietitian, the HIC must inform clients of the closure and provide details about how their health records will be stored and how clients can access them.
Dietitians should not discontinue care unless:
- The client chooses to end services,
- Alternative services are arranged, or
- Reasonable notice is provided so the client can find another provider.
Clients who request assistance in finding another dietitian should be directed to appropriate resources, such as the public register maintained by the College of Dietitians of Ontario or the Find a Dietitian directory from Dietitians of Canada.
If you are not the HIC, consult the HIC for guidance on notifying clients. Dietitians working in group or clinic settings are responsible for identifying clients who need ongoing dietetic care.
3. Update your registrant profile information
If you are changing roles, starting a new job, retiring, or leaving practice, remember to update your information with the College.
Dietitians must update their registrant profile within 30 days of any changes to:
- personal contact information,
- employment details,
- work status, or
- registration in another jurisdiction.
If you plan to resign from the College, you must notify the College online or by email. Additional details are available here.
Leaving a private practice: A checklist for dietitians
1. Before you leave a practice
- Review your professional obligations under College of Dietitians of Ontario standards, your employment or agreement, and any business contracts.
- Identify who must be notified of your departure, such as clients, collaborators, referral sources, insurers, and vendors.
2. Continuity of nutrition care
- Take reasonable steps to ensure continuity of care for current clients.
- Arrange appropriate transfer to another dietitian, referral to another provider, or discharge with recommendations, as applicable.
- Clarify how new or pending referrals will be managed during the transition.
- Comply with any contractual terms regarding communication with clients about future practice locations.
3. Client records and privacy
Ensure all client health records are complete, accurate, and up to date, including assessments, nutrition care plans, progress notes, and discharge summaries.
If you are an agent
- Discuss with the HIC how records will be retained and accessed by both you and your clients after you leave.
- Ensure the HIC is aware of the record retention period.
If you are the Health Information Custodian
- Determine whether the practice is closing permanently, continuing without you, or transferring ownership or custodianship.
- If the practice is closing, ensure secure retention of client records for the required retention period in accordance with CDO Standards and PHIPA.
- If the practice continues, ensure another qualified health information custodian is designated to assume responsibility for records.
- Notify clients of the practice closure or your departure and inform them how their records will be stored and how they can access copies.
- Document arrangements for client access to records after your departure.
4. Fees, billing, and financial matters
- Ensure your name and registration number are no longer used for billing or receipts once you leave the practice.
- Resolve outstanding billing, invoices, and expense claims according to your agreement.
- Retain records of financial communications for your files.
5. Client communication
- Before giving any new information about your employment changes to your clients, talk to your employer/HIC about what you should tell clients.
- Communicate with clients in a timely, clear, and professional manner to minimize disruption to care.
- Provide clients with appropriate information about continuity of nutrition services and access to their personal health information.
- Avoid misleading or promotional messaging when discussing future practice plans.
6. CDO registration and professional responsibilities
- Update your CDO registration profile, including employment status, practice location, leave, or resignation, within required timelines.
- Ensure you meet CDO requirements if you are retiring or taking a temporary leave.
- Consider if you need to retain any documentation demonstrating that professional, ethical, and privacy obligations were met.
7. Additional practice considerations
- Notify key referral sources as a professional courtesy.
- Secure copies of important documents such as insurance certificates, contracts, and record‑custody agreements.
- Confirm that business assets, including forms, templates, and digital systems, are managed according to ownership and privacy agreements.
- Remind the HIC to remove your name from their website after you leave.
- Update referral information as needed.
Checklist adapted from the College of Physiotherapists of Ontario (n.d.). Leaving a practice checklist.
References
College Standards, Guidelines, and other articles
College of Dietitians of Ontario (2026). Private Practice RDs: Do you have plans in place to manage client health records?
College of Dietitians of Ontario (2026). Are you a health information custodian?
College of Dietitians of Ontario. (2019). Professional Practice Standard: Record Keeping.
College of Dietitians of Ontario. (2020). Privacy of Personal Information Dietetic Practice Tool kit for Registered Dietitians in Ontario.
College of Dietitians of Ontario (n.d.). Resigning from the College.
College of Dietitians of Ontario (n.d.). Update your contact information.
Information and Privacy Commissioner of Ontario
Information and Privacy Commissioner of Ontario. (2019). Avoiding Abandoned Health Records: Guidance for Health Information Custodians Changing Practice.
Legislation
Personal Health Information Protection Act, 2004, S.O. 2004, c. 3, Sched. A
