A “Sample Letter To Patient Not Returning To Practice” is a formal notification. It’s used when a patient chooses to discontinue care with a healthcare provider. Doctors, dentists, or therapists might need this letter. It documents the patient’s decision.
Need to draft this letter? You’re in the right place. We’ve got you covered with templates and examples. These samples will make the process easy.
This article offers various letter samples. They’ll help you communicate clearly. You can maintain professionalism. Let’s explore these useful templates.
Sample Letter To Patient Not Returning To Practice
[Your Practice Name]
[Your Practice Address]
[Your Practice Phone Number]
[Date]
[Patient Name]
[Patient Address]
Subject: Regarding Your Care at [Your Practice Name]
Dear [Patient Name],
We are writing to acknowledge that we haven’t seen you at [Your Practice Name] since [Date of Last Appointment]. We hope you are doing well.
We understand that people’s healthcare needs and preferences change. If you have found another provider who better suits your current requirements, we wish you the best.
If you are seeking care elsewhere, we would be happy to assist in transferring your medical records to your new provider. Please complete and return the enclosed medical records release form, or contact our office to arrange the transfer.
If you have simply been meaning to reschedule, we would welcome the opportunity to continue providing your care. Please feel free to contact us to schedule an appointment.
We value the trust you placed in us and wish you continued good health.
Sincerely,
[Your Name/Practice Administrator]
[Your Practice Name]
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How to Write Letter To Patient Not Returning To Practice
Subject Line: Clarity from the Get-Go
- Keep it succinct and unambiguous. Something like “Regarding Your Care at [Practice Name]” works wonders.
- Avoid being overly sentimental or ambiguous. The patient needs to immediately grasp the letter’s purpose.
Salutation: A Formal Adieu
- Use “Dear Mr./Ms./Dr. [Patient’s Last Name],” unless you have a pre-existing rapport that suggests otherwise. Professionalism reigns supreme.
- Avoid overly familiar greetings. This isn’t a casual farewell; it’s a formal communication.
Acknowledge Their Departure: Graceful Recognition
- Acknowledge they’re not returning without probing into their rationale. Something like, “We understand you will not be continuing your care at [Practice Name].”
- Refrain from conjecture or assumptions about their choices. Show respect for their autonomy.
Records Transfer: Facilitating Continuity of Care
- Clearly delineate the process for transferring their medical records to a new provider. Provide contact information for record requests.
- Include a consent form (if required) or instructions on how to obtain one. Make it exceptionally easy for them.
- Emphasize the importance of continued care and how seamless record transfer aids that.
Outstanding Balances: Addressing Financial Obligations
- State clearly if there’s an outstanding balance. Provide the exact amount and payment options.
- Include contact information for billing inquiries. Be transparent and approachable about finances.
- Avoid accusatory language. Maintain a professional demeanor, even when discussing money matters.
Offer of Future Assistance: A Gesture of Goodwill
- Offer to answer any questions they might have regarding their past treatment or records. This underscores your commitment to patient well-being.
- Set reasonable boundaries. Specify a timeframe for this assistance (e.g., “within the next 30 days”).
Closing: Cordial Finality
- Use a formal closing like “Sincerely” or “Best regards.”
- Include your name, title, and the practice’s contact information. Reinforce your professional identity.
- Ensure the letter is signed by the appropriate personnel (e.g., physician, practice manager).
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Frequently Asked Questions: Patient Discontinuation Letters
This section addresses common inquiries regarding letters sent to patients who are no longer actively seeking care at your practice. These letters serve to formally acknowledge the patient’s departure and ensure clarity regarding their healthcare record.
Why should I send a patient discontinuation letter?
Sending a formal letter documents the patient’s inactive status, clarifies record-keeping policies, and can mitigate potential legal concerns.
What information should be included in the letter?
The letter should include the date, patient’s name and address, a statement acknowledging their inactivity, information on how to obtain medical records, and contact information for any questions.
How long should I wait before sending a discontinuation letter?
The timeframe varies, but generally, a letter can be sent after a period of inactivity, typically one to two years, depending on your practice’s policy and the patient’s condition.
Can a patient return to the practice after receiving a discontinuation letter?
Yes, the patient can typically return. The letter simply acknowledges their previous inactive status, and their return would be treated as a new or returning patient registration.
Is it necessary to send the letter via certified mail?
While not always required, sending the letter via certified mail provides proof of delivery and can be beneficial for documentation purposes, especially in sensitive cases.