Buying or selling a medical practice? Then you might need a “Sample Letter To Patients When Taking Over A Practice.” This letter informs patients about the transition. It assures them of continued care. Doctors use this letter when practices change ownership.
This article simplifies this process for you. We will share letter templates. These samples will make your life easier. You won’t have to start from scratch.
These letters ensure a smooth transition. They maintain trust with patients. Let’s explore some helpful examples.
Sample Letter To Patients When Taking Over A Practice
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Patient Name]
[Patient Address]
Dear Valued Patient,
I am writing to inform you that I have recently taken over the practice of [Previous Doctor’s Name] at [Practice Location]. I am a [Your Profession] and am excited to be part of this community.
I understand that changes like these can bring questions, and I want to assure you that my team and I are committed to providing you with the same high-quality care you have come to expect.
Your medical records are still securely stored at this location. If you wish to transfer your records to another provider, please let us know, and we will assist you with the process.
I encourage you to schedule your next appointment with us. You can reach us at [Phone Number] or visit our website at [Website Address] for more information about our services.
I look forward to meeting you and continuing to provide you with excellent care.
Sincerely,
[Your Name]
[Your Title]
How to Write Sample Letter To Patients When Taking Over a Practice
Subject Line: Conveying Assurance and New Beginnings
The subject line is your initial handshake. It shouldn’t be verbose, but rather concise and reassuring. Aim for clarity; avoid clickbait. It needs to immediately register with the recipient, signaling a transition without inducing anxiety.
- Example 1: Important Update: Your Healthcare at [Practice Name]
- Example 2: Welcoming You to [Practice Name] Under New Leadership
- Example 3: Continuing Your Care with [Your Name] at [Practice Name]
Salutation: Setting a Cordial Tone
The salutation establishes the initial rapport. While “Dear Patient” is acceptable, a slightly more personalized approach can be more impactful. This seemingly minor detail can significantly influence the patient’s perception of the transition.
- Preferred: Dear Valued Patient,
- Acceptable: Dear Patient,
- Avoid: To Whom It May Concern (too impersonal)
Introduction: Announcing the Transition with Grace
This is where you delineate the change of guard. Be forthright about the transition, but equally emphasize continuity of care. Allay any potential apprehensions by underscoring your commitment to their well-being. Transparency here is paramount to fostering trust.
- State your name and introduce yourself as the new practitioner taking over the practice.
- Acknowledge the previous healthcare provider, expressing respect for their service.
- Reiterate your commitment to providing uninterrupted, high-quality care.
- Example: “I am writing to inform you that I, Dr. [Your Name], have recently assumed responsibility for the practice formerly managed by Dr. [Previous Doctor’s Name]. I hold Dr. [Previous Doctor’s Name] in high esteem and am committed to ensuring a seamless transition for all patients.”
Body Paragraph 1: Highlighting Your Credentials and Philosophy
Showcase your qualifications and approach to healthcare. Mentioning your experience and specific areas of expertise can inspire confidence. Articulate your overarching philosophy regarding patient care; this is an opportunity to connect on a more profound level.
- Briefly describe your medical background and experience.
- Mention any specialized areas of expertise or specific interests.
- Articulate your patient care philosophy (e.g., patient-centered, holistic).
- Example: “With [Number] years of experience in [Specialty], my practice philosophy centers on providing personalized, comprehensive care tailored to each patient’s unique needs. I am particularly passionate about [Specific Interest/Area of Expertise].”
Body Paragraph 2: Addressing Practical Considerations
This section is devoted to logistical details. Provide information about scheduling appointments, accessing medical records, and any changes to office policies. Clarity and accessibility are key to mitigating confusion and bureaucratic headaches.
- Explain how patients can schedule appointments (phone, online portal).
- Provide information about accessing existing medical records.
- Outline any changes to office hours, insurance policies, or payment procedures.
- Example: “To schedule an appointment, please call our office at [Phone Number] or visit our website at [Website Address]. Your existing medical records will remain securely stored and accessible. Please note that our office hours are now [New Office Hours], and we accept [List of Insurances].”
Body Paragraph 3: Expressing Enthusiasm and Invitation
Convey your genuine enthusiasm for serving the patient community. Extend a warm invitation to schedule a consultation or introductory appointment. This reinforces your accessibility and proactive approach.
- Express your excitement about joining the community and serving patients.
- Invite patients to schedule a consultation or introductory appointment.
- Reiterate your commitment to their health and well-being.
- Example: “I am genuinely excited to become a part of this community and to continue providing exceptional healthcare at [Practice Name]. I encourage you to schedule a consultation to discuss your healthcare needs. I look forward to meeting you and partnering in your journey to optimal health.”
Closing: Ensuring a Smooth Transition and Continued Care
The closing should be courteous and reassuring. Offer contact information for any queries or concerns. A professional and empathetic closing will leave a lasting positive impression.
- Offer a polite closing (e.g., Sincerely, Best Regards).
- Provide your name and title (e.g., Dr. [Your Name], [Your Title]).
- Include contact information (phone number, email address).
- Example: “Sincerely,
Dr. [Your Name]
[Your Title]
[Phone Number]
[Email Address]
Please do not hesitate to contact our office with any quetions.”
Frequently Asked Questions About the Practice Transition
This section addresses common inquiries regarding the recent change in practice ownership. We aim to provide clarity and ensure a seamless continuation of your healthcare services.
Will my medical records be transferred to the new practice owner?
Yes, your medical records will be securely transferred to ensure continuity of care. The new practice owner is committed to maintaining the confidentiality and security of your information.
Will the services offered at the practice remain the same?
We anticipate maintaining the existing range of services you have come to expect. Any significant changes will be communicated to you in advance.
Do I need to complete new patient forms?
You may be asked to update your information, but you will likely not need to complete all new patient forms. We will notify you if updated forms are required.
Will my current insurance plan still be accepted?
We are working to ensure a smooth transition with all major insurance providers. Please contact our office to verify that your specific plan is accepted.
Who is the new healthcare provider taking over the practice?
Dr. [New Doctor’s Name] is the new healthcare provider. More information about Dr. [New Doctor’s Name]’s background and expertise can be found on our website or by contacting our office.
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