Confirm the practical change
Check whether the organization no longer provides the relevant care and who is authorized to change the client’s status. Follow internal recording and retention procedures. Caremily does not determine a legal retention period for the organization. Avoid treating an inactive status as permission to discard documents or clinical records elsewhere.
Review unfinished work first
Look for open tasks, pending calls and practical arrangements that still need an owner. Record the final operational handover where appropriate. If work must continue outside the current organization, agree how information may lawfully be shared through approved channels. Do not move personal documents to another client merely to keep them visible in the active list.
Check status and assignment effects
Teams staff access is limited to assigned active clients; owners and managers see active clients across the organization. Review the client’s assignments and available controls rather than assuming all historical information remains available to everyone. Active-client limits describe operational plan capacity; they should not be used as a shortcut around the organization’s obligations.
Keep a clear record of the decision
Use the organization’s process to document who agreed the change and why. The app’s audit history can support reviewing updates, but it is not a complete compliance archive. Caremily Teams helps keep current coordination clear while the organization remains responsible for appropriate access, record retention and handling any requests involving older client information.