Buying or inheriting a medical practice? You’ll need to inform existing patients. A “Sample Letter To Patients When Taking Over A Practice” helps you do just that. It’s used when a new healthcare provider takes over an existing practice.
Need to draft this letter? We’ve got you covered. We know it can be overwhelming.
This article provides sample letters. These samples will make your transition smoother. Use them as templates to craft your own perfect letter.
Sample Letter To Patients When Taking Over A Practice
[Your Name/New Practice Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Patient Name]
[Patient Address]
Subject: Important Information Regarding Your Healthcare
Dear [Patient Name],
I am writing to inform you that I, [Your Name], am now the owner of [Previous Practice Name] as of [Date]. I am a [Your Profession – e.g., physician, dentist] and I am excited to continue providing you with quality healthcare services at the same location: [Practice Address].
I understand that changes in healthcare providers can raise questions, and I want to assure you that my team and I are committed to making this transition as smooth as possible. Your medical records will remain confidential and secure. If you wish to transfer your records to another provider, please contact our office, and we will assist you.
We will continue to offer the same services you have come to expect, and we are also planning to introduce [Mention any new services or improvements].
I invite you to visit our office or call us at [Your Phone Number] to schedule your next appointment or if you have any questions. I look forward to meeting you and continuing to provide you with excellent care.
Sincerely,
[Your Name]
How to Write Letter To Patients When Taking Over a Practice
Subject Line: Crafting the First Impression
The subject line is your initial handshake. It must be concise, yet informative. Eschew ambiguity. Think clarity.
- Be direct: “Important Update: Transition of Care at [Practice Name]”
- Or, “Welcoming [Your Name] to [Practice Name]”
- Avoid vague pronouncements like “Practice News.”
Salutation: Addressing the Patient Base
Begin courteously, but avoid excessive formality. Strive for a tone that is both respectful and approachable.
- “Dear Valued Patient,” is a strong starting point.
- Avoid “To Whom It May Concern.” It’s impersonal.
- If possible, personalize using “Dear Mr./Ms. [Last Name]” for an enhanced connection.
Introduction: Announcing the Transition
Clearly state that you are the new practitioner. Articulate the transition succinctly. Patients appreciate candor.
- “I am writing to inform you that I, [Your Name], am now the steward of [Practice Name], succeeding [Previous Doctor’s Name].”
- Mention the effective date: “This transition became effective on [Date].”
- Briefly allude to your background. “I bring [Number] years of experience in [Specialty] to this practice.”
Body: Reassuring Continuity and Quality
Alleviate patient anxieties. Emphasize commitment to continued care and upholding existing standards. Convey dependability.
- Assure patients that their health records will remain secure and accessible.
- “Your patient records will remain confidential and readily available for continued care.”
- Reiterate your commitment to providing the same high-quality care. “I am dedicated to upholding the exceptional standards of care you have come to expect.”
- Explain any immediate changes (if any): “Initially, appointments and services will continue uninterrupted.”
Introducing Yourself: A Touch of Personality
Share a brief professional biography to build rapport. Include elements like your specialization, philosophy of care, and any unique offerings.
- Summarize your professional background, highlighting relevant experience and qualifications.
- “I specialize in [Specialty] with a particular interest in [Specific Area].”
- Mention your approach to patient care: “My philosophy centers on collaborative, patient-centered care.”
- If applicable, mention any new services or technologies you plan to introduce.
Call to Action: Encouraging Engagement
Provide clear steps for patients to schedule appointments. Facilitate their continued engagement with the practice.
- Include contact information for scheduling appointments: phone number, email, or online portal.
- “To schedule an appointment, please call us at [Phone Number] or visit our website at [Website Address].”
- Encourage patients to reach out with any questions or concerns.
- “I encourage you to contact us with any questions you may have.”
Closing: Expressing Gratitude and Anticipation
End on a positive note. Express gratitude for their continued patronage and articulate your enthusiasm for serving them.
- “Thank you for entrusting your care to [Practice Name].”
- “I am eager to meet you and continue providing you with exceptional healthcare.”
- Use a professional closing: “Sincerely,” or “Warmly,”.
- Sign with your name and title: “[Your Name], [Your Title]”.
Frequently Asked Questions: Practice Transition
We understand that transitions in healthcare can raise questions. This section addresses common inquiries regarding the recent change in practice ownership and what it means for you as our valued patient.
Why is there a change in practice ownership?
The previous owner has decided to pursue other opportunities. The new ownership is committed to providing continued, high-quality care to all patients.
Will my patient records be transferred securely?
Yes, all patient records will be securely and confidentially transferred to the new practice owner in compliance with all applicable privacy laws and regulations.
Will the services offered by the practice change?
We intend to maintain the current range of services you have come to expect. Any potential changes will be communicated in advance.
Do I need to complete new patient paperwork?
You may be asked to update your information to ensure our records are current. Details regarding any required paperwork will be provided separately.
Will my insurance still be accepted?
We will continue to accept most major insurance plans. Please contact our office to verify your specific insurance coverage.
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