A “Sample Letter To Physician Regarding Closing Practice” is a template. It helps patients communicate with their doctors. Doctors use it when they are retiring or moving. Patients need it to get their medical records.
Need to write such a letter? You’re in the right place. We’ve got you covered with examples. These samples make it easy.
This article offers templates. Use them to request your records. Get them quickly and easily.
Sample Letter To Physician Regarding Closing Practice
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]
[Date]
[Physician’s Name]
[Physician’s Address]
[Physician’s City, State, Zip Code]
**Subject: Important Information Regarding Closure of Practice**
Dear Dr. [Physician’s Name],
Please accept this letter as notification that I am closing my practice, [Practice Name], effective [Date of Closure].
I understand the importance of continuity of care and want to ensure a smooth transition for your patients whom I have been treating. To that end, I am providing the following information:
* **Medical Records:** Your patients’ medical records will be securely stored and maintained by [Name of Record Custodian/Company] at [Address of Record Custodian/Company].
* **Accessing Records:** Patients can request copies of their medical records by contacting [Name of Record Custodian/Company] at [Phone Number of Record Custodian/Company] or [Email Address of Record Custodian/Company].
* **Alternative Care:** I encourage your patients to establish care with another physician. I can provide a list of local physicians in the [Specialty] field upon request.
I appreciate the professional relationship we have shared and thank you for your collaboration in caring for our shared patients.
Sincerely,
[Your Name], MD
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How to Write Letter To Physician Regarding Closing Practice
Subject Line: Brevity is Key
Your subject line should be succinct and immediately convey the letter’s purpose. Opt for clarity over creativity; a straightforward subject line ensures your missive is promptly addressed.
- Example: “Practice Closure Notification – [Your Name]”
- Avoid ambiguous phrasing.
Salutation: Respectful Overture
Begin with a formal salutation, even if you’ve enjoyed a convivial relationship with the physician. This sets a professional tone for the correspondence.
- “Dear Dr. [Physician’s Last Name],” is generally appropriate.
- If unsure of their title, “Dear Dr. [Full Name]” is acceptable.
- Avoid casual greetings like “Hi” or “Hello.”
Introduction: State Your Purpose Expeditiously
The opening paragraph should explicitly state your understanding of the practice’s closure. Circumlocution is unnecessary; be direct and unambiguous.
- Acknowledge the notification of the impending closure.
- Briefly express any relevant sentiment (e.g., regret, understanding).
- Example: “I am writing in response to the notification I received on [Date] regarding the closure of your practice, effective [Date].”
Request for Medical Records: A Prudent Inquiry
This section constitutes the crux of your letter. Clearly articulate your request for your medical records and specify your preferred method of acquisition.
- State your desire to obtain your medical records.
- Specify how you wish to receive them: electronic transfer, physical copies, etc.
- If transferring to another physician, provide their full name, address, and contact information.
- Include a statement authorizing the release of your medical information, complying with HIPAA regulations.
Timeline and Urgency: Prompt Action
Indicate a reasonable timeframe for the physician to fulfill your request. This encourages a timely response and prevents protracted delays.
- Suggest a deadline, allowing ample time for processing (e.g., “within 30 days”).
- Express willingness to accommodate the physician’s process, while emphasizing the importance of a prompt response.
Gratitude and Well Wishes: A Cordial Farewell
Express your appreciation for the care you received from the physician and offer your best wishes for their future endeavors. This fosters goodwill and leaves a positive final impression.
- Thank the physician for their service and dedication.
- Offer a brief, sincere expression of good wishes.
- Avoid excessive sentimentality or effusive praise.
Closing: Formal Valediction
Conclude with a professional closing and your full name. This reinforces the formal nature of the communication.
- Acceptable closings include: “Sincerely,” “Respectfully,” or “Best regards,”
- Type your full name below the closing.
- Consider adding your phone number and email address for ease of contact.
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Frequently Asked Questions: Closing Your Medical Practice – Sample Letter to Physician
Navigating the closure of a medical practice requires careful consideration and clear communication. This FAQ section provides guidance on drafting a sample letter to inform physicians about your practice closure.
What key information should the letter include?
The letter should clearly state your intention to close the practice, the effective date of closure, information regarding patient record access, and contact details for further inquiries.
How much advance notice should I provide?
It is generally recommended to provide physicians with at least 60-90 days’ notice to allow them sufficient time to adjust their schedules and patient care strategies.
What details should be included about patient records?
Specify the process for transferring patient records, including contact information for the custodian of records and any required authorization forms.
Should I offer assistance in transitioning patients?
While not always required, offering to assist in the transition of patients to other physicians in the area demonstrates professionalism and concern.
What is the appropriate tone for the letter?
Maintain a professional and respectful tone throughout the letter, acknowledging the collaborative relationship and expressing gratitude for their association with the practice.