How do record transfers work?

How do record transfers work?

As a practitioner in a group organization, you can:
  1. Transfer a record you created to a colleague, including its contents and the responsibility for follow-up.
  2. Accept or decline a record transfer initiated by another member of your organization.

Transfer a record from your account

You can transfer an active record to another practitioner in your organization.

Transfer steps: 
  1. Go to your Active records list and open the record you want to transfer.
  2. In the left-hand panel, open the actions menu.
  3. Click Transfer.
  4. Select any confidential sections you want to exclude.
  5. Choose the new record owner.
  6. Check the option to keep a read-only copy if you want to retain access to the record after the transfer.
  7. Confirm the transfer.
Available options:
  1. Include or exclude confidential notes and documents.
  2. Include or exclude raw data.
  3. Keep a read-only copy of the record in your archives.
    1. If this option is not selected, all excluded information will be permanently deleted.
    2. If selected, a non-editable copy of the record, including excluded content, will remain in your archives.



Accept or decline a record transfer

When a colleague sends you a record:

Steps to follow:
  1. Go to your Records list.
  2. Click on the Ongoing transfers tab.
  3. Accept or decline the transfer.
If you accept the transfer:
  1. The record will be added to your Active records list.
  2. You’ll be able to view progress notes written by the previous owner, but you won’t be able to edit them.
  3. You’ll also have access to the documents and profiles added before the transfer.


For the previous owner

Depending on the option chosen for the transfer:
  1. If a read-only copy is kept:
    1. The record will appear in the Archived records section.
    2. It will be read-only, meaning it can't be modified or reactivated.
    3. The previous owner can view all content added before the transfer, but not any new updates.
  2. If no copy is kept:
    1. The record will be completely removed from the original account.
    2. Any excluded confidential notes, documents, or raw data will be permanently deleted.

Info
When a shared record is transferred : 
  1. During the transfer, collaborators will temporarily lose access to the record.
  2. Once the transfer is accepted by the new owner, collaborators will automatically regain access with the same permissions as before.
Notes
To learn more about the information included in record transfers, consult the following article: What information is included in a record transfer?