Transferring medical records and coordinating care when moving to a senior residence

Last updated: June 16, 2026

Moving into a private seniors' residence (RPA) isn't just about moving furniture: it's also about making sure care continues without a gap. Family doctor, pharmacy, specialist appointments, medications, CLSC follow-ups… a whole system has been built around the person over the years. The challenge, at the time of the move, is to transfer the useful medical information and coordinate the people involved so that no follow-up falls through the cracks.

This article explains, in general terms, how to prepare this often-overlooked side of the move. Practices vary from one residence and one CLSC to another; always confirm the exact steps with the professionals involved and the chosen residence. Nothing here replaces the advice of the person's doctor or pharmacist.

Who does what: RPA, CLSC and health professionals

Before organizing the transfer, it helps to understand that the residence and the public health network play distinct roles. An RPA offers a living environment with services; it is not a long-term care facility and does not replace the doctor or the CLSC.

• The residence provides the services set out in the lease (meals, supervision, sometimes care depending on its certification). Staff must know the basic needs and the instructions in case of an emergency.
• The family doctor and specialists remain responsible for medical follow-up, unless the person changes providers.
• The pharmacy manages prescriptions and, often, the preparation of medications.
• The CLSC may offer home-support services (SAD) at the residence based on an assessment of needs.

Clarifying this division of roles from the start avoids misunderstandings like "I thought the residence was handling that."

Keeping or changing the doctor and pharmacy

One of the first questions is whether the person keeps their usual family doctor and pharmacy, or whether the distance to the new residence justifies a change.

A few markers:

• Keeping the family doctor ensures valuable continuity, especially for a complex situation. Check, though, that travel to the clinic stays realistic, or whether telemedicine is possible.
• Changing to a closer pharmacy can simplify delivery and coordination with the residence. The new pharmacist obtains the medication history from the pharmacological record; confirm the transfer before the first refill to avoid any interruption.
• If the person has no family doctor, ask about resources in the area; the CLSC can point you to the right steps.

Whatever the choice, notify the professionals involved in advance so they update the contact details and delivery location.

Preparing a clear transition file

The residence's staff and the new providers work better with up-to-date, well-organized information. Without inventing an official document, it's useful to gather, with the person or their representative, a transition file containing in particular:

• the up-to-date list of medications (with doses and reasons), ideally validated by the pharmacist;
• known allergies and intolerances;
• important diagnoses and history, and the contact details of doctors and specialists;
• upcoming appointments and ongoing follow-ups (tests, imaging, CLSC care);
• particular needs: mobility, adapted diet, assistive devices, language of communication;
• the family contact details and, where applicable, the mandatary or person holding a power of attorney.

Keep this file accessible and pass on the relevant information to the residence while respecting confidentiality.

Medications: ensuring continuity from day one

The medication side is where a gap shows up the fastest. To avoid missed doses and interruptions:

• Confirm with the pharmacy how the medications will be supplied to the residence (for example in prepared blister packs or pill organizers) and who follows up on them.
• Clarify the residence's role in distributing or reminding about medications, based on its certification and the person's level of independence.
• Make sure no dose is missed during the move: plan a sufficient supply for the transition period.
• Report any recent prescription change so everyone works with the same up-to-date information.

If there's any doubt about an interaction or an adjustment, the pharmacist and doctor remain the right resources; the residence applies the instructions but does not decide the treatment.

Coordinating the CLSC and specialist follow-ups

Many seniors already receive CLSC services or have specialist follow-ups. This care can generally continue after the move, but it calls for active coordination.

• Notify the CLSC of the change of address: depending on the area, the home-support file may need to be transferred or reassessed.
• Ask how the CLSC's care (nursing care, occupational therapy, blood draws, etc.) will be organized at the new address.
• Update your contact details with the specialist clinics so you don't miss appointment notices.
• For medical appointments outside the residence, check the available transport and accompaniment options.

A successful transition often comes down to a few calls made at the right time rather than one big document: what matters is that each provider knows where to reach the person and whom to coordinate with.

Confidentiality, consent and representation

Medical information is sensitive and protected. Sharing data between the pharmacy, doctors, the CLSC and the residence happens with the consent of the person or, if they are unable, of their legal representative.

• If the person is capable, it is they who authorize sharing the information useful to the residence and the providers.
• If they are incapable, the person holding a homologated protection mandate, or designated by the Public Curator (Curateur public), acts within the provided powers.
• Pass on to the residence only the information genuinely needed to deliver services and ensure the person's safety.

If there's any doubt about what may be shared and by whom, professionals in the network and, if needed, a legal advisor can guide you. Our advisor, for her part, can help you target residences suited to the required level of care and prepare the right questions to ask before the move.

Frequently asked questions

Do you have to transfer the full medical record to the residence?

No. The residence doesn't need the entire medical record: it needs the information useful for delivering its services and ensuring the person's safety (medications, allergies, particular needs, emergency contacts). Medical follow-up stays in the hands of the doctor, pharmacist and CLSC, with the consent of the person or their representative.

Can you keep your family doctor when moving to a residence?

Often, yes. Many people keep their family doctor after moving to a residence, especially for a complex situation. Check that travel to the clinic stays realistic, or whether telemedicine is possible. If the doctor is too far away, the CLSC can point you to resources in the area.

How do you avoid a medication interruption during the move?

Plan a sufficient supply for the transition period and confirm with the pharmacy how the medications will be supplied at the new address and who follows up on them. If you change pharmacies, confirm the record transfer before the first refill. The pharmacist remains the right resource for any question about doses and interactions.

Do CLSC services continue after moving to a residence?

Generally, the CLSC's home-support services can continue at the residence, but they require coordination: notify the CLSC of the change of address, as the file may need to be transferred or reassessed depending on the area. Ask how the care (nursing care, blood draws, occupational therapy, etc.) will be organized at the new address.