Electronic Client Records for Therapists in Canada
One secure chart per client: therapy session notes, documents, forms, goals, invoices and every exchange in a single place. Encrypted, hosted in Canada and designed for private practice -- psychotherapists, psychologists, counsellors, OTs, SLPs, physiotherapists and nutritionists.
Why Therapists Move Their Charts to Colib
Paper binders, Word files on a laptop and a generic cloud drive all fail the same test: who read this file, when, and can you prove it? A real electronic client record answers that question by design.
Everything in One File
Notes, completed forms, uploaded documents, goals, appointments, invoices and receipts and secure messages are attached to the client, in chronological order. Nothing lives in an inbox.
Encrypted, Hosted in Canada, Audited
Names, contact details, notes and answers are encrypted field by field. Data stays on Canadian servers, and every view, edit and download is written to an audit log. See our security page.
Therapy Notes Software Built for Clinical Documentation
SOAP, DAP, BIRP, GIRP and other note formats, your own templates, an AI scribe that drafts while you keep the final word, and signed notes that can no longer be altered.
What Is in a Colib Client File: Session Notes, Documents and Goals
Everything a private practice needs to document care, and nothing designed for hospital billing.
Session Notes in the Format You Use
SOAP, DAP, BIRP, GIRP, EMDR session note, initial assessment, treatment plan and more, or your own reusable templates. Notes are categorized (appointment, phone, evaluation, end of care, incident, supervision) so the history stays readable.
Sign to Lock
A signed note can no longer be edited, and your signature image is added to it. Only an administrator can delete a signed note, and the action is logged.
AI Scribe With a Paper Trail
Dictate or record a session and get a structured draft. The original AI text is kept next to your edited version, the model used is recorded, and any client can be excluded from AI note generation.
Documents and Folders
Referral letters, reports, consent forms and images are stored encrypted, organized in folders, and can be shared with the client or restricted to specific practitioners. Clients upload their own documents from the client portal.
Goals and Outcome Measures
Define scale or numeric goals, enter scores at each session or for a past date, and follow progress with sums, averages and charts. Scores can also be collected through online forms.
Families, Couples and Minors
Link related files, and designate a responsible person for a minor or dependent so appointment notifications and invoices go to the right adult, under the right name.
Custom Fields
Add the fields your practice needs to every client file, and fill them automatically from intake forms.
Access Control per File
Share a file with colleagues in your clinic, or restrict it to specific practitioners with a documented reason and a review date.
Complete Audit Trail
Every view, creation, change, download and portal action is logged with the user, date, IP address and browser, filterable and exportable to Excel. Team records are kept 3 years, portal records 18 months.
Full File Export
Download a client's complete record as a ZIP: each signed note as a PDF, a summary of the file and all documents, for a transfer or an access request.
Records That Respect Your Clients' Rights
PIPEDA and Quebec's Law 25 give clients a right of access and correction. Colib makes both routine instead of a scramble.
Share What You Choose
Make a specific note visible to the client in the portal, immediately or from a date you set. Everything else stays private to your team.
Correction Requests From the Portal
Clients can ask for a correction to a field of their file. You approve or decline with a reason, and the decision is recorded.
Group Sessions
Write one note for a group appointment and it is attached to every participant's file, so nothing is retyped and nothing is missed.
Key features for Therapists in Canada
Our secure EHR platform provides the tools you need to successfully run your practice.
Scheduler
Create appointments in seconds, or allow your clients to book. Two-way Google Calendar & Outlook sync and virtual appointments are available with all our plans.
Charts/Notes
Digitizing your notes and charts is simple and fast with our speech recognition tool and our AI-powered note generation tool ✨.
Easy Booking
Mobile-Friendly
Colib is accessible everywhere from any device, at any time. Your clients get a secure portal.
Receipts & Payments
Facilitate insurance reimbursements with digital receipts and payments with our online card payment system.
Electronic client records -- frequently asked questions
Can't find your answer? Contact us.
Which note formats does Colib support?
SOAP, DAP, BIRP, GIRP and a dozen other clinical formats are available for AI-assisted notes, and you can create your own templates for any note type. Free-text notes with attachments are always possible.
Can a note be changed after it is signed?
No. Signing locks the note. If a correction is needed, you add a new note that references the original. Only an administrator can delete a signed note, and the deletion is written to the audit log.
Where are client files stored?
On servers located in Canada. Personal and clinical information is encrypted at the field level, which is what PIPEDA and Quebec's Law 25 expect for health information held by a private practice.
Can I export a client's complete file?
Yes. One click produces a ZIP with every signed note as a PDF, a summary of the file and all uploaded documents. The export itself is recorded in the audit log.
Can several practitioners work on the same file?
Yes. In a clinic, a file can be shared with additional practitioners, or on the contrary restricted to a few people with a documented reason. Access rights follow each user's role.
Can clients see their notes?
Only the notes you decide to share, from the client portal. Clients can also download their invoices and receipts and request a correction to their personal information.
Explore More Colib Resources
Give Every Client a File You Can Stand Behind
Encrypted, audited, hosted in Canada. Start your 30-day free trial -- no credit card required.