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New Member Portal Resources

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The College of Physicians and Surgeons of Ontario is committed to providing its members with better access to the services they need. We are excited to announce the new Member Portal has officially launched.

The new portal will make accessing services faster and easier by:

  • Allowing physicians to login once and get access to the services and forms they need to practice medicine in Ontario. Services and applications that used to be available on our main website, like postgraduate applications and incorporation forms, are moving to the secure Member Portal.
  • Giving physicians access to more online services, like profile updates, registration renewal, incorporation forms and service requests. We are replacing most paper-based applications and services with online services accessible through the new portal.
  • Allowing physicians to make online payments associated with applications or service requests.

Take a virtual tour of the new portal’s features and services.

Member Portal virtual tour transcript

Physicians already in the process of applying to practice medicine in Ontario or a postgraduate program are getting first access to the new Member Portal. Applicants will receive an email from CPSO Registrar Dr. Nancy Whitmore when it is their turn to set up their new Member Portal account. The email includes a unique link to the new Member Portal registration page where they will complete their new portal account setup. Both the email and registration page include links to a step-by-step guide to setting up their new Member Portal account. 

Each week from September 21 to October 26, 2020, Dr. Whitmore will email more members when it is their turn to setup their new portal account.

If you would like to create your new Member Portal account earlier, are a former member requiring account access or are a new applicant, step-by-step instructions are available in this Login Guide.

Have Questions? Need Help?

Our team will be available by phone during regular business hours to answer questions about the new Member Portal or assist with login issues. You can reach them between 8 a.m. and 5 p.m., Monday to Friday, by calling 416-967-2617 or 1-800-268-7096, ext. 617,  emailing [email protected], or sending a message via the Member Portal.

 

General Questions

Q: What is changing?

A: The New Member Portal is replacing the old Member Portal. The new portal allows physicians to login once and get access to most of the services and applications they need to practice medicine in Ontario in one secure place.

The new portal also gives physicians access to more online services, like profile updates, registration renewal, incorporation forms and service requests. We are replacing most paper-based applications and services with online services accessible through the new portal. The new portal also allows physicians to make online payments associated with applications or service requests.

Q: Is everything changing right away? Is there a grandfathering period?

A: CPSO is providing a one-month grandfathering period for all CPSO services moving to the new Member Portal. We will still process any applications or requests submitted by email or mail up to October 19th, 2020. However, any additional details or follow-up about a submission will be posted in the Member Portal.

This means that Members who choose to submit applications or requests by email or mail during the grandfathering period still need to create a new Member Portal account.

Q: Which forms are moving to the new portal?

A: All membership services, registration and incorporation forms are moving to the secure new Member Portal. This means no more paper and PDF forms — they are moving online with the benefit of standard information, such as your name, CPSO number and address, being automatically populated to save you time when completing an application or request.

Q: Which forms will still be on CPSO’s website?

A: All Quality Management forms and services are staying on CPSO’s website.

Q: Why are you taking a phased approach?

CPSO wants members to have a smooth transition to the new Member portal. Taking a gradual approach will ensure we can provide our members with on-demand customer service to answer any questions they have and troubleshoot issues.

To help members create their new portal account, CPSO created an easy-to-follow, step-by-step guide to creating a new account, and a virtual walkthrough of all the new portal features and services.

Our team will be available by phone during regular business hours to answer questions about the new Member Portal or assist with login issues. You can reach them at 416-967-2617 or 1-800-268-7096, ext. 617, between 8 a.m. and 5 p.m., Monday to Friday, or email [email protected].

Q: I don’t see my information in the new Member Portal?

A: We are sorry your information was not transferred to the new portal. We want to assure you CPSO still has your information. Please contact our Inquires team by calling 416-967-2617 or 1-800-268-7096, ext. 617, emailing [email protected]. or sending a message via the Member Portal. We will look into the issue immediately and work to quickly resolve it so you can take advantage of all the portal’s new benefits and services.

Q: I can’t find my application in the new portal. What should I do?

A: We are sorry for any inconvenience this has caused. Our registration team has your application(s). I want to assure you that no information contained in your application has been lost or altered. None of your personal information has been compromised. We are working to get your application into the new portal. Please do not start the self-screening process or begin a new application(s). CPSO will get in touch with you when you can access your application(s) in the new portal. If you have any questions please call us at 416-967-2617 or 1-800-268-7096, ext. 617, between 8 a.m. and 5 p.m., Monday to Friday.

 

Old Portal

Q: Can I access the old portal?

A: No. The old member portal was retired September 12, 2020, but all your saved information was migrated to the new Member Portal.

Existing members who want to access the new portal before receiving their account setup email can click on the “Sign Up” button in the CPSO website’s header.

First, you need to input your email address and click “Send verification code.” You must use the same email address CPSO has on file. You no longer need your CPSO number to login.

An authentication email will be sent to you with your verification code. Entering this code on the registration page will allow you to create a password for the new Member Portal. To enhance security, the password requirements are more stringent than the old portal. You also won’t have to set up security questions, as the new portal allows you to reset your password using the “password reset” link.

If you need help creating your new account, you can find instructions in the Login Guide under “Create Your Account.”

Q: Will I still be able to access all my information that I could in the old portal?

A: Yes. All information saved in the old portal was migrated to the new Member Portal. If you do not see your information, please contact our Inquires team by calling 416-967-2617 or 1-800-268-7096, ext. 617, emailing [email protected]. or sending a message via the Member Portal. We will look into the issue immediately and work to quickly resolve it so you can take advantage of all the portal’s new benefits and services.

 

Login and Account Setup

Q: Is my username and password the same as the old portal?

A: No. To access the new Member Portal for the first time, you need to create a new account. If you try to login with your old username and password, you will receive an error message.

You’ll know it’s your turn to set up your new Member Portal account when you receive an email from CPSO Registrar Dr. Nancy Whitmore. The email includes a unique link to the new Member Portal registration page to setup your account. Both the email and registration page include links to a step-by-step guide to setting up your new Member Portal account. 

Q: I haven’t received an email with my unique link, but I want to access the new Member Portal now. Can I?

A: Yes. Members who want to access the new portal before they receive their account setup email can click the “Sign Up” button in the CPSO website’s header.

First, you need to input your email address and click “Send verification code.” You must use the same email address CPSO has on file. You no longer need your CPSO number to login.

An authentication email will be sent to you with your verification code. Entering this code on the registration page allows you to create a password for the new Member Portal. To enhance security, the password requirements are more stringent than the old portal. You also won’t have to set up security questions, as the new portal allows you to reset your password using the “password reset” link.

If you need help creating your new account, you can find instructions in the Login Guide under “Create Your Account.”

Q: I’m a member/current applicant. How do I access the new portal for the first time?

A: Beginning on September 14, you will receive an email with your unique sign-up link. Please ensure you use Chrome, FireFox, Edge or Safari internet browsers to access the website as Internet Explorer is not supported.

If you need help creating your account, you can review the step-by-step guide linked in the email and on the portal registration page.

Your customized dashboard with your name and CPSO number (if applicable) is the first page you see after logging in to the new portal. It also lists the online services and activities you can access based on your status with the College. All information saved in the old portal was migrated to the new Member Portal.

Our team is available by phone during regular business hours to answer any questions or assist with login issues. You can reach them at 416-967-2617 or 1-800-268-7096, ext. 617, between 8 a.m. and 5 p.m., Monday to Friday, or email us at in[email protected].

Q: What if I forget my password?

A: If you forget your password after creating your new Member Portal account, you can reset it through the “Password Reset” link on the login page. You will receive an email with a link to reset your password. Once the reset process is complete, you can login to the new Member Portal with your new password. Step-by-step instructions to reset your password are available in the Login Guide.

Q: I tried to login using my old member portal credentials and I can’t get in. Why?

A: To access the new Member Portal for the first time, you need to create a new account. If you try to login with your old username and password, you will receive an error message. You can register using the unique sign-up link you received in your email or, if you have yet to receive your email, click the “Sign-up” button in the CPSO website’s header and complete the form using the email address we currently have on file. Instructions for the latter process are available in the Login Guide under “Create Your Account.”

Our team is available by phone during regular business hours to answer any questions or assist with login issues. You can reach them at 416-967-2617 or 1-800-268-7096, ext. 617, between 8 a.m. and 5 p.m., Monday to Friday, or email us at [email protected].

 

Using the New Member Portal

A: How do I navigate the New Member portal?

Q: Your customized dashboard with your name and CPSO number (if applicable) is the first page you see after logging in to the new portal. It also lists the online services and activities you can access based on your status with the College.

Depending on your status, you may see the following services:

  • Profile — Access all your registration and membership information, services and messages, including professional incorporation.
  • Membership Services — Request member-related services such as resignation, Certificate of Professional Conduct, fee receipts, and Change of Scope/Re-entering Practice.
  • Membership Renewal — Members can access this section during the renewal period.
  • My Practice — Manage your practice information, including hospital privileges, registration with other regulatory bodies and languages.
  • Registration — Apply for a certificate of registration to practice medicine or postgraduate training in Ontario. To start, you must fill out a questionnaire that will determine your eligibility for registration under CPSO’s regulations and/or policies. Upon completion, you will be granted access to the registration application forms for which you’re eligible.
  • Greatcare-Learning Management System — An online learning platform to achieve professional requirements and engage in continuous improvement.
  • Out-of-Hospital Premises (OHP) Inspection Program — Submit notifications and updates about your OHP, and report adverse events.
  • eHealth ONE ID — Securely access online health care applications.

Q: What is the message centre in the new portal?

A: We created a message centre within the new portal that allows physicians and applicants to communicate directly with the CPSO about registration, applications and membership services in one place. You will be notified by email when you have a new message in the portal’s message centre.

 

Membership, Postgraduate, Emeritus and Resignation

Q: What’s changing with postgraduate registration? What’s changing with membership registration?

A:  Registration applications are now available online through the new Member Portal. To start, you must fill out a self-screening questionnaire that will determine your eligibility for registration under CPSO’s regulations and/or policies. Upon completion, you will be granted access to the registration application forms for which you’re eligible. You no longer need to mail or email any part of your application as you can also upload your supporting documentation. You can manage all communications or questions regarding your registration in the portal’s message centre.

It’s important to note not all applications are available after completing the self-screening questionnaire. A list of applications that require you to contact Registration Inquiries is on the questionnaire’s landing page.

Q: What is the self-screening tool?

The self-screening questionnaire helps us determine your eligibility for registration under CPSO’s registration regulations and policies authorizing medical practice or postgraduate training.

Once you complete the questionnaire, you will be able to access the registration applications for which you are eligible. This simplifies the registration process and makes it easier to identify which forms an applicant should complete.

It’s important to note not all applications are available after completing the self-screening questionnaire. A list of applications that require you to contact the Registration Inquiries is on the questionnaire’s landing page.

Q: What’s changing with membership resignation?

A: You can resign from CPSO membership via a service request in the “Membership Services” section of the new portal. The College will notify you after your resignation is processed. Once resigned, your registration expires and medical practice ceases. Members who resign in good standing after 25 years of continuous Independent Practice membership may be eligible for Emeritus Status. CPSO will advise you if you are eligible.

Q: What’s changing with emeritus status services?

A: Emeritus status is a distinction granted to independent practice physicians who were members in good standing for 25 or more continuous years. You must be fully retired from practice and resigned from CPSO to be eligible. You can resign from CPSO in the “Membership Services” section of the new Member Portal. Should you qualify for emeritus status, you will be contacted via portal message and sent an emeritus application to complete.

 

Document Request, Fee Receipts and CPC

Q: What’s changing about how I access copies of my registration documents?

A: Members can request a copy of their Membership Diploma, Membership Card or Registration Certificate in the “Registration” tab of the “Profile” section of the new portal. Once requested, a copy will be sent to the email associated with your portal account (i.e., the primary email CPSO has on file).

Q: What’s changing with how I access my application documents and document requests?

A: Applicants or members can request copies of certain documents related to their registration file through a service request in the “Membership Services” section of the new Member Portal. We process the request in approximately 10-15 business days and will provide the requested documents through the portal's message centre.

Q: What’s changing with how I get replacement certificates?

A:  Members can request a copy of their certificate in the “Registration” tab of the “Profile” section of the new portal. We will, then, email the member a copy.

Q: What’s changing with my fee receipts?

A: You can download fee receipts for paid invoices from the past two years (2018 and later) in the “Financial Transactions” tab of the “Profile” section of the Member Portal. You may request older receipts by submitting a service request in the “Membership Services” section of the portal.

Q: What’s changing with the certificate of professional conduct (CPC)?

A: The CPC form is not currently moving to an online format. To submit the request in the new Member Portal, you need to download the PDF form, fill it out and attach the completed form to the service request. We process the request in approximately 15 business days, but some requests may take longer. We send the official copy of the CPC directly to the requesting organization. You will receive a confirmation notice in the portal’s message centre when your request is complete.

 

Scope of Practice, Re-entering Practice, Clinical Activity and Hospital Privileges

Q: What’s changing with how I change my scope of practice?

A: Should you wish to change your scope of practice, you can submit a service request in the “Membership Services” section of the Member Portal after answering a few questions. You will be contacted via a portal message and sent a change of scope application.

Q: What’s changing with how I re-enter practice?

A: If you have been continually out of clinical practice for a period of two years or more, you may be required to complete a re-entry to practice application. You can submit a service request in the “Membership Services” section of the Member Portal after answering a few questions. You will be contacted via a portal message and sent a re-entry to practice application.

Q: What’s changing with how I notify CPSO about new clinical activities?

A: As a member, you can easily update your clinical activities through the “Practice” tab in the “Profile” section of the Member Portal by adding or removing a clinical activity and associated dates. Please note: if you have practice restrictions, you will not be able to update your practice location via the portal.

Q: What’s changing with how I notify CPSO about new hospital privileges?

A: As a member, you can easily add or update your hospital privileges through the “Practice” tab in the “Profile” section of the Member Portal.

 

Incorporation, Name/Address Update and Fee Schedule

Q: What’s changing with incorporation issuance and renewal?

A: You can now complete all incorporation-related activities online through the new Member Portal. These include:

  • applying for a certificate of authorization;
  • renewal of a certificate of authorization;
  • change in shareholders;
  • change of address;
  • amalgamation of a corporation; and
  • requesting a replacement certification of authorization or duplicate receipt.

You can also pay application and renewal fees online in the secure new portal.

Q: How do I renew my Certificate of Authorization?

  1. Login to your Member Portal account and select the “Profile” button on the home page.
  2. Select the “Corporations” tab from the left-side menu.
  3. Select the applicable Corporation number under the Corporations header.
  4. Click the “Renew Certificate’ button at the bottom of the page and follow the steps to complete your COA renewal.

Q: What’s changing with name updates?

A: Members can request a name change and upload supporting documentation via a service request in the “Membership Services” section of the Member Portal. You can manage all communications or questions regarding your request in the portal’s message centre.

Q: What’s changing with address updates?

A: Members can add a new address directly to their Profile. However, to correct a current mailing or primary practice address, or remove an old secondary practice address, a service request is required via “Membership Services” section of the Member Portal. You can manage all communications or questions regarding your request in the portal’s message centre.

Q: What’s changing with the fee schedule?

A: The fee schedule is not changing. However, you will now pay any fees related to annual renewal, applications, or professional corporations online through the new secure Member Portal.

 

MINC, Greatcare LMS, New Member Orientation and OHP Inspection Program

Q: What’s changing with how I access my Medical Identification Number for Canada (MINC)?

A: Your MINC is available on your profile page for quick reference. If you don’t yet have a MINC, you can request one in the “Membership Services” section of the portal. MINC is a Canadian identification number that is available to every physician in the country. It makes it easier for medical organizations across Canada to confirm your identity and benefits Canadian medical research, which leads to better care for your patients.

Q: What’s changing with Greatcare Learning Management System?

A: Greatcare Learning Management System can be accessed via the Member Portal. This is the online learning platform that allows physicians to complete their professional Quality Improvement requirements. CPSO will inform physicians before they are required to access the Greatcare site. If you are selected to participate in the quality improvement program, you will be able access all the tools or activities required to complete the program and earn associated CPD credits. Please note, only physicians selected to participate in the Quality Improvement Program will have access to these tools and activities.

What’s changing with the New Member Orientation?

A: If you are a new applicant applying for your license to practice medicine, you will have access to the New Member Orientation section. To access, please disregard the Privacy Statement and click Yes to proceed to the New Member Orientation section.

Q: What is changing with how I access the Out-of-Hospital Premises (OHP) Inspection Program?

A. Submit notifications and updates regarding new and/or current OHPs, and report adverse events via the Member Portal.

 

Granting Third-Party Access

Q: Can I share my new Member Portal password with a third party, like my lawyer?

A: Yes. However, please be reminded that if you choose to share your login credentials with another person, including professionals (such as lawyers) you engage to act on your behalf, any activity performed in your account is considered done by you personally.

If you elect to share your login information, please change your password before and after granting another person access to your account.