Yes. As with the use of any technology used in your practice, it is important to notify clients of the tools and systems you are using to administer your practice.
Zencare Practice Management does not have a standardized digital consent form to supply to your clients, and you will be responsible for creating your own. We recommend that you consult with your lawyer when creating this form. Here is some text you could refer to when crafting your consent form statement:
In administering our practice, we make use of a secure, web-based practice management system to store and manage our client records. This includes information such as client appointments, billing documents, session notes, contact details, and other client-related information and documents. The system we use is encrypted, has servers exclusively owned and operated privately, and access to the system is granted only on an as-needed basis and governed by our strict confidentiality policy. Additionally, all practice data in the system is routinely backed up to ensure the privacy and protection of sensitive client information and to assist us with PHIPA compliance.
Please use this as a guide only and make any changes you or your legal counsel deem necessary for the purposes of your practice’s consent form. We are not lawyers (we need to say that), but the wording here is directionally correct and should at least get you started for your own consent form.