Closing a medical practice? You’ll need to notify your patients. A “Sample Letter To The Patient When Closing Medical Practice” is just what it sounds like. It’s a letter that doctors send to their patients. This letter informs them about the closure of their practice. Doctors use it when retiring, relocating, or changing careers.
Need to write this letter? We’ve got you covered. This article provides templates, examples, and samples. These will make writing your letter easy.
Think of these samples as blueprints. Tailor them to your specific situation. Make the process smooth and stress-free.
Sample Letter To The Patient When Closing Medical Practice
[Your Practice Letterhead]
[Date]
[Patient Name]
[Patient Address]
Dear [Patient Name],
This letter is to inform you that I will be closing my medical practice, located at [Practice Address], effective [Date].
I want to thank you for allowing me to be a part of your healthcare journey. It has been a privilege to serve you as your physician.
To ensure continuity of your medical care, it is important for you to establish care with a new physician. You may wish to contact your insurance provider for a list of in-network physicians or consult with friends or family for recommendations.
Your medical records will be maintained securely for the period required by law. To obtain a copy of your medical records, please send a written request to [Address] or you can call [Phone Number]. Please include your full name, date of birth, and current address in your request.
I wish you all the best in the future.
Sincerely,
[Your Name]
How to Write Sample Letter To The Patient When Closing Medical Practice
Subject Line: Clarity is Paramount
- Begin with a straightforward and candid subject line. For instance: “Important Information Regarding the Closure of [Practice Name]” or “Notification of Practice Closure and Medical Record Access.”
- Avoid ambiguity; patients should immediately grasp the letter’s import.
Salutation: A Personal Overture
- Address the patient formally unless a more familiar rapport exists. “Dear Mr./Ms./Mx. [Patient Last Name]” is generally appropriate.
- Refrain from using overly casual greetings. Maintain a professional demeanor.
Body – Paragraph 1: The Unvarnished Truth
- State the practice’s impending closure succinctly. For example: “This letter serves to inform you that [Practice Name] will be ceasing operations, effective [Date].”
- Avoid euphemisms or sugarcoating. Be direct yet empathetic.
- Briefly allude to the reasons for closure, if desired, but keep it concise.
Body – Paragraph 2: Continuity of Care – A Vital Bridge
- Emphasize your commitment to ensuring a seamless transition of care.
- Provide guidance on how patients can locate a new healthcare provider. Suggest resources like their insurance company’s provider directory or referrals from other physicians.
- Offer to forward medical records to a new physician upon receipt of a properly executed authorization.
Body – Paragraph 3: Medical Records – Guardianship and Access
- Detail the procedure for patients to obtain copies of their medical records or transfer them to another provider.
- Include explicit instructions, deadlines, and any associated fees (if applicable and legally permissible).
- Specify how long records will be retained and the custodian responsible for their safekeeping.
Closing: A Cordial Farewell
- Express gratitude for the patient’s patronage over the years. Acknowledge the doctor-patient relationship with warmth and sincerity.
- Use a professional closing such as “Sincerely,” or “Respectfully,” followed by your name and title.
Postscript: A Final Proactive Measure
- Include a postscript (P.S.) to reiterate key information, such as the deadline for requesting medical records.
- Provide contact information (phone number or email address) for any lingering queries or concerns. This proactive step can greatly alleviate patient anxiety.
Frequently Asked Questions: Closing of Medical Practice
This section provides answers to common questions regarding the closure of a medical practice. We aim to address your concerns and guide you through this transition.
Where will my medical records be stored after the practice closes?
Your medical records will be securely stored with [Name of Custodian/Storage Facility] located at [Address of Custodian/Storage Facility].
How can I obtain a copy of my medical records?
To obtain a copy of your medical records, please contact [Name of Custodian/Storage Facility] at [Phone Number] or [Email Address] to request the records. You may be required to complete a release form and pay a nominal fee.
How long will my medical records be stored?
Your medical records will be retained for the legally required retention period, which is [Number] years from the date of your last treatment.
Can my medical records be transferred to my new physician?
Yes, your medical records can be transferred to your new physician. Please provide [Name of Custodian/Storage Facility] with your new physician’s name, address, and fax number, along with a signed release authorization.
How can I find a new physician?
We recommend consulting your insurance provider’s website or contacting them directly for a list of in-network physicians in your area. You can also consult with your primary care physician (if applicable) for referrals.
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