COTM Occupational Therapist Complaints in Manitoba: What Occupational Therapists Should Know

Understanding the COTM complaints process

What's distinctive about the COTM complaints process

• Fully remote office model; email is the primary contact method
• Complaints procedures detailed in The Occupational Therapists Act
• COTM publishes informational fact sheets on the complaints process
• Clients, employers, colleagues, and the Registrar may all initiate complaints
• Appeals from Discipline Panel decisions lie to the Manitoba Court of King's Bench

What triggers complaints against occupational therapists in Manitoba

How a COTM complaint typically moves

1. 1

   Complaint received and acknowledged

   The regulator receives the written complaint, assigns a file number, and sends a written acknowledgement to the complainant and the occupational therapist.

2. 2

   Notice to the occupational therapist

   You are sent the complaint and supporting materials, and invited to provide a written response. The regulator's complaints staff is typically your point of contact.

3. 3

   Investigation

   An investigator gathers records, may interview witnesses, and asks targeted questions. You have a duty to cooperate but you are entitled to counsel.

4. 4

   Written response from the occupational therapist

   You submit a written response addressing each allegation with supporting documentation. This is usually the single most important document on the file.

5. 5

   Review by the Investigation Committee

   The Investigation Committee reviews the file on the record. It can take no action, issue advice or a caution, accept an undertaking, require remediation, or refer the matter forward.

6. 6

   Possible referral to the Discipline Panel

   Serious matters or unresolved factual disputes may be referred to the Discipline Panel for a formal hearing on the merits.

Possible outcomes

Practical tips for occupational therapists in Manitoba

• Read the regulator's notice carefully. Your deadline, the scope of the allegations, and the specific information requested are spelled out in it.
• Notify your professional liability insurer the same day you receive the complaint — coverage typically includes legal representation.
• Preserve all relevant records immediately: clinical notes, billing data, schedules, and any text or email communications with the patient or colleagues.
• Do not contact the complainant directly. Communicate only through the regulator or through counsel.
• Be calm, factual, and chronological in your written response. The committee reviews the file on the record; the quality of that document drives the outcome.