How do I transfer records as a coordinator?

As a coordinator, you can transfer one or more records from one practitioner to another within your organization.

Transfer all of a practitioner's records

1. Go to the Record management tab.
2. Click the action menu next to the source practitioner's name.
3. Select Transfer all records.
4. Choose the transfer options, then confirm.
   

Transfer options

1. Include or exclude archived records.
2. Include or exclude information marked as confidential (records, notes, and documents).
3. Include or exclude raw data documents.
4. Keep a read-only PDF copy of the records in the source account's archive.
   

If you do not keep a copy, any information excluded from the transfer will be permanently deleted.

If you keep a copy, a read-only version of the records, including any excluded information, will be retained in the source account's archive.

Transfer a single record

1. Go to the Record management tab.
2. Click the action menu next to the source practitioner's name.
3. Select Transfer a record.
4. Search for the record by its title or record number.
5. Choose the transfer options, then confirm.
   

Transfer options

1. Include or exclude notes and documents marked as confidential.
2. Include or exclude raw data documents.
3. Keep a read-only PDF copy of the record in the source account's archive.
   

If you do not keep a copy, any information excluded from the transfer will be permanently deleted.

If you keep a copy, a read-only version of the record will be retained in the source account's archive.

Manage pending record transfers

The Pending transfers tab lets you view all records that have not yet been accepted by their new owner.

Information displayed

1. Record title and number (unless the record is confidential)
2. Current owner
3. Recipient

Available actions

1. Cancel transfer: The record is returned to its original owner.
2. Reassign transfer: Select a different recipient.

To perform either action:

1. Click the action menu (three dots) next to the relevant record.
2. Select the desired action.
   

When a shared record is transferred, it remains shared with all collaborators who already had access to it.

For more information about coordinator permissions, see: What information is accessible to the coordinator?

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