A physician leaving practice letter informs patients about a doctor’s departure. It tells patients that their doctor is leaving the practice. It also guides them on how to continue their medical care.
Need to write this letter? Don’t worry, we’ve got you covered. We will share letter templates and examples. These samples will make writing your letter easier.
This article provides various “physician leaving practice” letter samples. Use these samples as a starting point. Tailor them to fit your specific situation.
Physician Leaving Practice Letter To Patients
[Your Practice Letterhead]
[Date]
Dear Valued Patient,
I am writing to inform you that I will be leaving [Practice Name] on [Date]. This was not an easy decision. I have truly valued my time here and the relationships I’ve built with each of you.
Providing you with the best possible care has always been my top priority. I want to ensure a smooth transition for your ongoing medical needs.
[Practice Name] will continue to operate and provide excellent medical care. The remaining physicians and staff are well-equipped to handle your healthcare requirements.
You have several options for continuing your care. You can remain with [Practice Name] and be seen by another physician. Alternatively, you may choose to transfer your medical records to another healthcare provider of your choice.
To authorize the transfer of your records, please contact [Practice Name] at [Phone Number] or [Email Address] to obtain the necessary forms. It is important to complete this process so your new physician has access to your medical history.
I understand that this change may cause some inconvenience. I encourage you to contact the office with any questions or concerns you may have regarding your future care. The staff will be happy to assist you.
Thank you for entrusting me with your healthcare needs over the years. It has been a privilege to serve as your physician. I wish you all the best in the future.
Sincerely,
[Your Name], MD
How to Write a Physician Leaving Practice Letter to Patients
Crafting the Emotive Opening: A Prolegomenon
Initiating your letter with a warm, empathetic tone is paramount. Patients often feel a sense of abandonment when their physician departs. Acknowledge this sentiment. Begin by expressing sincere gratitude for the years of trust and care you’ve shared. This establishes immediate rapport and softens the news.
The Declarative Announcement: Rip the Band-Aid Off
Be forthright. State your departure clearly and concisely. Avoid ambiguity. For instance: “I am writing to inform you that I will be leaving [Practice Name] on [Date].” Don’t bury the lede. Patients deserve clarity. Provide the exact date of your departure.
Rationale Revelation: Transparency Breeds Understanding
While you aren’t obligated to disclose every detail, providing a brief, professional explanation can mitigate anxiety. Something like, “This decision comes as I pursue [New Opportunity/Retirement/Family Matters]” suffices. Avoid overly personal or negative narratives. Keep it succinct and professional. Maintaining patient confidence is critical, even during transition.
Continuity of Care: Bridging the Chasm
This is arguably the most crucial element. Reassure patients that their care will not be disrupted. Detail the steps being taken to ensure a seamless transition. Will another physician be taking over? Is the practice assisting with finding new providers? Provide specific information. Leaving patients in the lurch erodes trust and potentially jeopardizes their health. Offer resources. Provide names and contact information where possible.
Records Transfer Protocol: Navigating the Labyrinth
Explain the process for transferring medical records. Include contact information for the records department. Offer options: will records be automatically transferred to the new physician, or must patients request the transfer? Give clear, actionable instructions. Compliance with HIPAA regulations is non-negotiable.
Expressing Gratitude: A Fond Farewell
Reiterate your gratitude for the opportunity to have served them. Express your appreciation for their trust and loyalty. A sincere expression of gratitude leaves a lasting positive impression. Conclude with a warm closing, such as “Wishing you all the best in health and happiness.” Or, “It has been a privilege to be your physician.”
Contact Information: An Open Conduit
Provide your contact information or a designated contact at the practice for any questions or concerns. This allows patients to seek clarification and reinforces your commitment to a smooth transition. It demonstrates a continued responsibility to their well-being. Even after your departure, this availability provides a sense of closure and support.
FAQs about physician leaving practice letter to patients
What information should be included in a physician leaving practice letter to patients?
A physician leaving practice letter should include the physician’s name, specialty, and contact information; the date of departure; information on how patients can obtain their medical records; information on how patients can continue their care with another provider; and a statement of gratitude for the opportunity to have provided care.
How much notice should a physician give patients when leaving a practice?
Ideally, a physician should provide patients with at least 30 to 60 days’ notice before leaving a practice. This allows patients sufficient time to find a new healthcare provider and transfer their medical records.
What options should be provided to patients for continuing their care?
The letter should provide patients with options for continuing their care, such as referrals to other physicians in the area, information on how to find a new provider through their insurance company, or resources for finding a new doctor. If possible, the departing physician may also offer to transfer care to a specific colleague within the same practice.
How should patients request their medical records?
The letter should clearly explain the process for patients to request their medical records. This includes providing contact information for the medical records department, specifying any required forms or authorizations, and outlining any associated fees or timelines for receiving the records.
Is it necessary to express gratitude in the letter?
While not legally required, expressing gratitude to patients for the opportunity to provide their care is considered professional and courteous. A sincere expression of appreciation can help maintain a positive relationship and ease the transition for patients.
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