A “Sample Letter To Patient Leaving Practice AMA” is a formal notification. Doctors use it when they’re closing their practice. It’s also used when a doctor is moving to a new location. This letter helps ensure a smooth transition for patients.
Need to write this kind of letter? It can feel daunting. You want to be professional and helpful. We’ve got you covered.
In this article, find templates and examples. These samples make writing your letter easy. Use them as a guide to create your own perfect letter.
Sample Letter To Patient Leaving Practice Ama
[Your Practice Name]
[Your Practice Address]
[Your Practice Phone Number]
[Date]
[Patient Name]
[Patient Address]
**Subject: Regarding Your Departure from [Your Practice Name]**
Dear [Patient Name],
This letter acknowledges your decision to leave [Your Practice Name]. We respect your choice and wish you well in your future healthcare endeavors.
To ensure a smooth transition of your medical care, please let us know where you would like your medical records transferred. You can provide the name, address, and phone number of your new healthcare provider. We will promptly forward your records upon receiving your written authorization.
You can obtain an authorization form by contacting our office at [Your Practice Phone Number] or visiting our website at [Your Website Address].
We appreciate the opportunity to have provided you with medical care. If you have any questions or require further assistance, please do not hesitate to contact us.
Sincerely,
[Your Name/Practice Administrator Name]
[Your Title]
[Your Practice Name]
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How to Write Letter To Patient Leaving Practice AMA
Subject Line: Crystalizing the Intent
- Be forthright. State the purpose clearly.
- Example: “Regarding Your Decision to Discontinue Care at [Practice Name]” or “Closure of Patient File – [Patient Name]”
- Avoid ambiguity; the patient should immediately understand the letter’s essence.
Salutation: A Measured Greeting
- Use the patient’s preferred name, but maintain formality.
- Examples: “Dear Mr./Ms./Mx. [Last Name],”
- Avoid overly familiar greetings (e.g., “Hi [First Name]”). Professionalism is paramount.
Acknowledgement and Understanding: Tempering Concerns
- Acknowledge receipt of the patient’s intent to discontinue care against medical advice.
- Example phrasing: “We acknowledge your decision to cease treatment at [Practice Name], despite our recommendations.”
- Express understanding, albeit without necessarily endorsing the choice.
Recap of Risks: A Sobering Reminder
- Briefly reiterate the potential risks and consequences of discontinuing treatment.
- Be specific, referencing the patient’s condition and recommended care plan.
- Example: “We must underscore that ceasing [specific treatment/medication] may lead to [potential adverse outcomes].”
- Avoid scare tactics; present the information factually and dispassionately.
Offer of Continued Support: A Vestige of Care
- Offer to provide records to another physician or specialist, should the patient choose to seek alternative care.
- Include instructions on how the patient can authorize the release of their medical information.
- Example: “Should you decide to seek care elsewhere, we are prepared to furnish your medical records to your new provider upon receipt of a signed release form.”
Liability Limitation: Prudent Foresight
- State that the practice will no longer be responsible for any adverse outcomes resulting from the discontinued care.
- Use clear and unambiguous language, consulting with legal counsel if necessary.
- Example: “Please be advised that [Practice Name] will not be held liable for any health complications or adverse events arising from your decision to discontinue treatment against our medical advice.”
Closing: A Formal Farewell
- Use a professional closing.
- Examples: “Sincerely,” “Respectfully,” or “Best regards,”
- Include your name, title, and the practice’s contact information.
- Ensure the letter is signed and dated.
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Frequently Asked Questions: Patient Departure Letters
This section addresses common inquiries regarding the creation and use of patient departure letters, also known as patient discharge letters. These letters are essential for legally and ethically concluding the patient-physician relationship.
1. What information must be included in a patient departure letter?
The letter should clearly state the termination of the physician-patient relationship, the effective date of termination, a reason for termination (if appropriate and permissible), recommendations for continued care, and instructions on how the patient can obtain their medical records.
2. Can I refuse to send a patient departure letter?
While not always legally mandated, sending a patient departure letter is considered a best practice and is strongly advised to document the termination of the relationship and mitigate potential legal risks.
3. How much notice should I give a patient before terminating the relationship?
Typically, 30 days’ notice is recommended, but the specific timeframe may vary based on state laws, the patient’s condition, and the availability of alternative care providers.
4. What should I do if a patient refuses to find a new healthcare provider?
Document the patient’s refusal in their medical record. While you are no longer obligated to provide ongoing care after the termination date, it is ethical to provide emergency care within your capabilities until the patient finds a new provider.
5. Is it necessary to send the letter via certified mail?
Sending the letter via certified mail with return receipt requested provides proof that the patient received the notification, which can be valuable in case of future legal disputes.