Run your private practice as an RSW or RSSW from one calm, fast app: scheduling, telehealth, SOAP notes, invoicing, secure messaging and a client portal. Built for Ontario, with health records kept in a Canadian database, for $15.90 a month with nothing locked behind a higher tier.
The Ontario College of Social Workers and Social Service Workers sets out record-keeping expectations in Principle IV of its Code of Ethics and Standards of Practice. Here is how Willow's features line up with what the standards describe.
| What the standards describe | In Willow |
|---|---|
| Core record content: client identifiers, referral details, any working agreement, the assessment and plan, interventions and outcomes, and consents | Client profiles, forms you send as a signing link, and SOAP notes covering assessment and plan, all tied to the client. |
| Fees and appointment records kept as part of the client record | Calendar history, invoices and payments linked to each client, with your registration number and service codes on invoices. |
| Dated, legible entries that show who provided the service | Session notes dated and linked to the appointment, showing the clinician, with a risk-assessment field. |
| Corrections that never obliterate the original entry | Signed notes are locked. Corrections are added as dated addenda below the original. |
| Records stored securely, with access limited to people with a legitimate interest | Login required, multi-factor authentication available, staff roles with their own permissions, and each practice's data isolated from every other practice. |
| Compliance with privacy law, including PHIPA, and Canadian-friendly handling of personal health information | Canadian data residency, secure messaging instead of plain email, and per-client record exports. |
Under Principle IV (standard 4.2.2), client records are kept in a secure location for at least ten years from the date of the last entry. If the client was under eighteen at the last entry, the ten years run from the day the client became, or would have become, eighteen. The standard calls for longer retention where the law or an employer's policy requires it, or where future access is reasonably likely, such as cases involving minors or litigation. Willow stores your records but you stay in control of them.
This page is general information, not legal or regulatory advice. Standards change, so confirm current requirements with the College. Willow is an independent product of Sulo Systems Inc. and is not affiliated with, sponsored by, or endorsed by the Ontario College of Social Workers and Social Service Workers. Using Willow does not by itself make a practice compliant with the College's standards or PHIPA.
Book individual, couples, family or intake sessions, set weekly hours, and let clients book themselves. Every telehealth session gets its own video room.
Write SOAP notes against the appointment, record risk assessments, sign and lock, and add dated addenda if something needs correcting.
Invoices carry your registration number and service codes, so clients can send them to their insurer. Payments go directly to your own bank account.
Clients can reply to an email notification without logging in, and the reply joins the same secure conversation.
Also see Willow for registered psychotherapists, or compare Willow vs. Jane.app and Willow vs. Owl Practice.
Start a 14-day free trial, bring in a few clients, and see if it fits your practice.