A “Physician Leaving Practice Letter To Patients” is a formal notification. Doctors use it to tell patients they are leaving their current practice. This happens for many reasons. Perhaps the doctor is retiring. Maybe they are moving to a new location. They could also be changing their career path.
Writing this letter can be tough. Knowing what to say is crucial. You want to inform your patients properly. You also want to maintain a good relationship. That’s why we’re here to help.
We will share letter examples in this article. These are physician leaving practice letter templates. You can easily adjust them. This will make writing your own letter easier!
Physician Leaving Practice Letter To Patients
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Patient Name]
[Patient Address]
[City, State, Zip Code]
Dear [Patient Name],
Please allow me to inform you that I will be leaving my practice at [Practice Name] on [Date]. I want to thank you for allowing me to be part of your healthcare journey. It has been a privilege to serve as your physician.
To ensure a smooth transition, [Practice Name] will continue to provide you with medical care. You can schedule appointments with the other healthcare providers at the practice by calling [Phone Number].
Your medical records will remain at [Practice Name]. You have the right to transfer your records to another physician. To do so, please contact [Practice Name] at [Phone Number] to request a medical records release form.
I wish you all the best in maintaining your health and well-being.
Sincerely,
[Your Name], MD
How to Write Physician Leaving Practice Letter To Patients
Subject Line: The First Impression
The subject line is your initial communiqué. Be forthright and unambiguous.
- Clearly state your departure: “Dr. [Your Last Name] Leaving Practice”
- Or, “Important Information Regarding Your Healthcare” – this adds gravitas.
- Avoid being overly sentimental or cryptic. Clarity is paramount.
Salutation: Addressing Your Patients
Personalize where feasible, but err on the side of formality.
- “Dear Valued Patient,” is a safe and cordial beginning.
- If you have a particularly close rapport with a patient, “Dear [Patient’s Name],” is acceptable.
- Avoid overly casual greetings; maintain a professional demeanor.
Opening Paragraph: Announcing Your Departure
Be direct and succinct. Acknowledge the impact of your announcement.
- State your departure date explicitly: “I am writing to inform you that I will be leaving [Practice Name] on [Date].”
- Acknowledge the privilege of serving them: “It has been a distinct honor to provide you with medical care.”
- Set a tone of professionalism and reassurance, mitigating potential anxieties.
Body Paragraph(s): Providing Pertinent Information
This is where you furnish essential details regarding continuity of care.
- Explain how patients can obtain their medical records. Provide contact information for the records department.
- If you’re referring the patient to a new physician, mention that. If not, say you encourage them to establish care with a new provider.
- Reassure patients that their healthcare needs remain a priority, even as you transition.
- Include contact information for the practice for scheduling future appointments.
Optional Inclusion: Expressing Gratitude
A touch of gratitude can humanize the letter, but keep it concise.
- “I am profoundly thankful for the trust you placed in me as your physician.”
- Avoid excessive sentimentality; maintain professionalism.
- A simple expression of appreciation suffices.
Closing: Reiterating Support and Professionalism
End on a note of continued commitment to patient well-being.
- “I wish you the very best in your future health endeavors.”
- “Thank you again for the opportunity to serve as your physician.”
- Choose a professional closing: “Sincerely,” or “Respectfully,”
Signature: Your Final Imprint
Sign off with your full name and professional title.
- Type your full name below the closing.
- Include your professional title: “Dr. [Your Name], MD”
- Ensure the letter is professionally formatted and free of grammatical errors.
Frequently Asked Questions: Physician Leaving Practice Letter to Patients
This section addresses common inquiries regarding letters sent to patients when a physician leaves a medical practice. It aims to provide clarity on the purpose, content, and implications of such communications.
Why did I receive a letter about my physician leaving?
You received this letter to inform you that your physician is departing from the practice and to provide information on how to continue your medical care.
What information should be included in the letter?
The letter typically includes the physician’s departure date, information on obtaining medical records, and guidance on finding a new healthcare provider within or outside the practice.
How do I obtain my medical records?
The letter should outline the process for requesting your medical records, including necessary forms or contacts within the practice to facilitate the transfer.
Can the practice recommend a new physician?
The practice may provide a list of physicians within the group or offer resources to help you find a new physician who meets your healthcare needs.
What if I have questions after receiving the letter?
The letter should include contact information for the practice’s administrative staff who can address any further questions or concerns you may have.
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