Templates and resources
The OMA has many templates physicians can download and customize for letters, forms and invoices related to running a practice.
Employee policies and staffing
These downloadable templates can be used when workplace policies and manuals, as well as for hiring processes.
Code of conduct
This template can be used to set out the rules and standards for staff.
Job description
An editable template you can use to create job descriptions for your staff.
Job interview scale
This form can be used to rate candidates in the interview process.
Interview questions
A list of questions that can be helpful when interviewing job candidates.
Locum contracts
An OMA Legal information guide on how to create a locum contract.
Locum evalutions
Forms to provide feedback on how to improve the experience.
Locum registration
Application forms to register as a locum physician or as a contract physician.
Locum-related forms
HealthForceOntario locum-related application forms and documents.
Performance appraisal
An editable template you can use when appraising staff performance.
Procedure manual
A list of topics to include when creating a policy and procedure manual for your staff.
Recruitment checklist
This will help you to keep track of tasks when hiring staff.
Staff assessment form
A list of questions you should address when reviewing your staffing needs.
Workplace harassment
This Word document template can be adapted for a workplace harassment policy.
Workplace violence
This Word document template can be used to develop an office policy.
Operations and office management
These downloadable templates can be used for assessing office environments and understanding obligations under the law.
PPE office poster
A poster that provides health-care workers COVID-19 and measles PPE recommendations.
Mask poster
This poster can be used to set expectations for wearing masks in your office.
Mask poster (French)
A French version of a poster that can be used to set expectations for mask-wearing.
Occupational Health and Safety
Information and details on physician obligations under Bill 168.
Physical environment assessment
This form is to be completed annually by the employer.
Workplace violence assessment
This assessment is conducive to most physician office environments.
Patient care
These downloadable templates can be used for patient forms.
Medical condition form
This form includes a list of the conditions and impairments that are mandatory to report, including fitness to drive.
Virtual care consent
OMA Legal has prepared a short paragraph statement and information to provide to patients on virtual care.
Contact us
If you have a question, feedback or are looking for a resource, please email us.
Starting a practice
These downloadable templates can be used when you are opening a practice.
Practice checklist
A checklist that can be used to help you complete the tasks needed to open a practice.
Business plan, SWOT
Guidance to help you create a business plan and a strength, weakness, opportunity and threat evaluation.
Medical supplies list
Use the list to plan for the office technology, equipment and supplies your new practice will need.
Appointment card
This template can be used when scheduling patient appointments.
Uninsured services
These sample forms and letters can be used when implementing an uninsured services program.
Admin work letter
Physicians can use this letter when responding to requests to participate in activities that are not insured services.
Admin work invoice
This downloadable Word document template can be used for invoices for physician administrative work.
Block fee billing plan enrolment form
A form patients can use to confirm their enrolment in a billing plan.
Confirmation of third-party requests
This editable Word document provides a template for a physician letter to confirm a third-party request.
Missed appointments (GPs)
This letter can be used when patients miss scheduled appointments. It includes an area for missed appointment charges.
Missed appointments (specialists)
A letter for when patients miss scheduled appointments with specialists. It also includes charges for missed consultations.
OHIP coverage poster
This poster is designed to be displayed to help educate patients about uninsured medical and administrative services, as well as block fees.
Patient information letter (option 1)
This letter can be used to let your patients know about the uninsured services policy.
Patient information letter (option 2)
Another version of a letter to inform patients of the uninsured services policy.
Sample fee schedule
This editable document allows you to put together a fee schedule for uninsured services.
Sample charge slip
This document can be used to let patients know what they are being charged for, and the cost of the service.
Third-party request
This Word document template can be used for invoices for third-party requests.
Transfer of records invoice
This editable Word document provides a template for an invoice for a third-party to copy and transfer of medical records.
Transfer of records request
This letter can be used when patients request a copy and transfer of their medical records.
Uninsured services policy
This letter can be used to notify patients on a physician’s office policy on uninsured services.
Wrapping up your practice
These downloadable templates can be used when getting ready to close your practice.
Office poster (closure)
This can be used when the practice is closing and no physicians are taking over.
Office poster (transfer)
This can be used when another physician will be taking over the practice.
OHIP notification
A letter that can be used to inform OHIP, professional bodies and business contacts.
Patient notification
A letter that can be used to inform patients of a medical practice closure.
Provider notification
A letter that can be used to inform hospitals, long-term care, pharmacies, labs and others.
Records release form
This sample authorization form is used for release of medical records.
Transfer notification
A letter to inform patients when another physician is taking over a medical practice.
Voice message
A voice message script that can be used to notify after a practice closure.