d8?� ��B�(��������i��D+�ǚ9�n�>4~� �?O�c�jԓ�V�#o0� �T��Ѣ��aU(vD�����yVyq��?o{��4@����V�f�&:�����r�]�;41�r> �^���=��@!�����& �Nx;���V�mg�� !�D�2�����9���C��S A letter or post card notifying clients and potential clients of the office's new location is important to maintaining the client base and expanding it. Ontario Medical Association 6 B. h�bbd``b`�$� �}@�)Dlׁij Dentists, therapists, and other medical personnel who choose to close ties with their respective patients utilize this particular letter as a suitable way of bringing an end to things. unexpected death or illness), planning for an expected closure, what to do about patient medical records, sample notification letters to patients, privacy obligations and other office management considerations. xyz who bought my practice then no request is necessary). Abandonment is a particular problem if a physician abruptly closes a medical practice without prior notice to patients, or fails to properly notify some segment of the patient population (e.g., where a physician closes the practice but fails to notify nursing home patients). Place a copy of the notification letter in each patient's medical record. A telephone message could provide patients with directions on how to access copies of their health information. A physician who closes a medical practice may be 40 ceasing to practise medicine (due to retirement, resignation, revocation, illness or death) or 41 may be continuing to practice at a new location (i.e. You can do this with a mailed letter, posted notice in your office, email, note in invoices, or advertisement in a local publication. I will be available to you until [30 days from date of letter]. An example letter follows: Dear (Insert Patient Name): When a medical practice is sold or closed, the physician must give notice—in different forms—to all of them. This allows patients the opportunity to obtain alternative care. Letters to patients are letters written to people receiving medical treatment or who are registered to receive medical care. 1. I am writing to advise you that I am retiring/have sold my practice, and will no longer be available to provide your medical care effective ___(date)_____. The letter also told patients how honored she had been to work with them and conveyed warm wishes. It is the Board’s position that due care should be exercised when closing or departing from an optometric practice, whether it is temporary or permanent. Failing to do so can create serious confidentiality and liability issues. Please contact your insurance plan or the county medical society for names of other physicians. You need to let patients know that you are closing your practice to give them time to find another provider, obtain copies of their records and assist with the transfer of care. Every physician has the right to close or leave a medical practice or to change their pattern of practice based on personal priorities, financial considerations, health conditions or a variety of other reasons. How you end a letter is important. Once my office receives the form, a copy of your records will be transferred within 15 days. The letter should inform the patients when your practice is closing, how they can arrange to transfer their records, where the records will be stored, and how to access their records in the future should a copy be needed. Of the many issues to consider before closing a practice, finding a trustworthy custodian to manage those records going forward is critical. T� Patients . A physician who decides to close his or her practice needs to begin making plans at least 12 – The decision to close or relocate a medical practice can be a difficult one, with consequences for patients as well as for the departing physician’s colleagues. l 4Ö aö ( k ôÿÁ ( N o L i s t PK ! Typically, it provides requirements on the duty to notify "patients." The Florida Medical Association (FMA) recommends to a practitioner who wishes to terminate a relationship that the practitioner should give the patient adequate notice in writing, and the practitioner should remain available to the patient for at least 30 days in order to allow time for the patient to find a new practitioner. Closing a medical practice involves several steps, including, but not limited to: notifying patients of the intention to retire, making decisions about insurance policies, selling or winding down the medical practice, and fulfilling record keeping responsibilities. (���i��U����f^��.#�%� 0Ab���GT..�w�0���S4��\�)z�M�/���]\�4����N��oe!�՜�mkr�1�K��������u�y? closing date. patients and this responsibility must be considered when closing a medical practice. Letter to our Patients: An Update on COVID-19. The outside valuation process, analysis and generated valuation report should identify the tangible versus intangible assets of your practice, including equipment, supplies, furniture and goodwill. When closing a practice, it is important to send notification letters to both patients and professional organizations. Sample Letter for Closing Your Medical Practice (Type in physician’s letterhead) (Date) Dear. 599 0 obj <>/Encrypt 590 0 R/Filter/FlateDecode/ID[<69D54FAF6835824996B3D62DB5EA6E52>]/Index[589 23]/Info 588 0 R/Length 64/Prev 455477/Root 591 0 R/Size 612/Type/XRef/W[1 2 1]>>stream ���Q/�3�W�;=���cy�bz�H�JSX��d��w�f��W�z(��*cD�Eچ�Vq�XGߠ�������. "For some it became a transitional object," says Reinig. Please select another physician within this time frame to continue your care or you may (insert any recommendation you have, i.e., continue with my medical group/Dr. Enclose a records release authorization form for patients currently undergoing treatment or who were seen at the practice within the past 2 … Revised: March 31, 2018 It’s your last chance to make a good first impression on your reader. xyz who bought my practice). Closing a Medical Practice . When the medical practitioner wants to dissociate himself or herself from the patient and end appointments or sessions, they send this type of letter. You will want to express your encouragement and support as well as show concern. We store medical records long-term for retiring doctors and closing medical practices. For more information please see the resources section of the Advice to the Professiondocument. It has been a great pleasure providing for your healthcare needs. Five (5) years after closure of the practice, the physician must keep the NSBME apprised in writing of the location of the medical records of patients. Selling or Closing Your Medical Practice Authored by W. Scott Keaty and Joshua McDiarmid You have decided to sell or close your medical practice. Even so, sometimes that guidance is lacking on details about exactly who those patients are and how to contact them. Individual state laws vary, but generally you should give patients 30-60 days’ notice of your practice closing. This agreement shall comply with the law of states where the medical doctor is licensed, and cover A custodian of medical records should be designated and the state medical board should also be … Canadian Medical Protective Association The CMPA is a national organization and provides broad advice about a number of medico … Notice to Patients. ��H�eW�l�������E_�~�����dm>��Q�����_*V��L�b�iU{�=�w�[�k;ƀ���л�o���i]WS���"��i�a��� The termination process isn't just painful for some patients. Closing down a medical practice and other aspects of physician retirement can be fairly involved, so it pays to start the process early. The College also receives calls from patients asking how they can obtain their medical records, obtain outstanding prescriptions, or laboratory reports because their physician has closed their practice. A physician must give notice to patients of his or her leaving or closing a practice, otherwise face a possible claim of patient abandonment. Sincerely, Physician Name Enclosure Place a copy of the letter in the patient medical record. Patients A physician—and his or her successor—can incur liability for patient abandonment if a physician-patient relationship is terminated without adequate notice to a patient. @P 6�OJ QJ hî$Ë h˜Tî 6�OJ QJ hî$Ë h¬m OJ QJ hî$Ë h˜Tî OJ QJ 0 1 R S Z [ \ ] b c F G ¹ Notify patients by letter a minimum of three (3) months prior to closing (send first class mail). I will be available until that time for your health care needs. ��tWH� %��t00�F��?�@� �o Choose the wrong closing, and you might damage the goodwill you have built up in the rest of your communication. 1. sending a letter to each patient; or; sending an email to each patient, in a manner that is compliant with state and federal law. At Genesis Medical Associates, we appreciate the trust you place in us and want to inform you about how we are addressing the coronavirus (COVID-19) situation. The information below provides additional guidance for physicians with respect to closing a medical practice. �� X� ��2���c7�b�@b�gC��4��sˌa �� �x�}E��u�?O�ŅEo�meAa��u��il�����v�֘lA����J������c�g��{~�1�(Y��!�U�7��Zd�SM%+��0�'*����Zl�n�%�i�.�A�. One helpful resource is the State Medical Board. Selling physicians should utilize fair mar… I felt good about that. SAMPLE LETTER CLOSING A MEDICAL PRACTICE [Date] [Patient/Parent Name and Address] Dear [ ]: It is with mixed emotions that I am announcing that my medical practice at [address] will close effective [date*]. Licensure Board notification. "For others it was closure. Sample Patient Letter The basic premise of all patient records is that although the physical record is the property of the custodian, the information contained within the record is the property of the patient. Your first thought should be: how do I protect my patients? Dentists, therapists, and other medical personnel who choose to close ties with their respective patients utilize this particular letter as a suitable way of bringing an end to things. Executive Summary: 4. endstream endobj startxref (The California Medical Association (CMA) recommends, if possible, that letters be sent by certified mail, return receipt requested, and that a copy of the letter with the return receipt be kept. I will be available until that time for your health care needs. At Genesis Medical Associates, we appreciate the trust you place in us and want to inform you about how we are addressing the coronavirus (COVID-19) situation. In the letter, be sure to include information on how patients may request and obtain a copy of their medical records even after the practice has closed. It was a gentle way of closing, and that was my style." éŞ¿ÿ [Content_Types].xml¬‘ËNÃ0E÷Hüƒå-Jœ²@%é‚Ç�Ç¢|ÀÈ™$Éز§Uû÷LÒTB¨ l,Ù3÷�;ãr½µÃ˜œ§J¯òB+$ëG]¥ß7OÙ­V‰�. õêõŞÒŞÇ¶¢¶�~¶m¶YE1 &h»u/ hwí 6�>*CJ OJ QJ ^J aJ &h»u/ hš%) 6�>*CJ OJ QJ ^J aJ &h»u/ h? Patients . ]�0��>HV�Gt��uT�yE^�S��ۥ���p�:�OM���;��ת]@�F?X � (Insert if appropriate – if you choose to remain with my medical group/Dr. Closing a Practice. This issue is often the biggest focus of discussion and negotiation between a seller and buyer. %%EOF Patients have the right to access and obtain copies of their records, without unreasonable barriers. Sale of a Medical Practice; Notifying Patients and Employees; Medical Record Retention Guidelines; Dealing with Subpoenas; Retirement; Death or Incapacity of a Physician . Your second thought should be: how do I protect myself? Ӏx⹾��bƷ�����cT]��F���'����oȐP�w� �c� ��^?�J�:����dG,)#������R}��8�5��bfۡt����"��Hv�;C�޵�g����������Hi�J���?��:%��k���$����|�?X�� ������ Physicians who are retiring, closing, or leaving a practice can now notify patients electronically and by posting a notice on their practice website, according to recent rule changes made by the Texas Medical Board (TMB). @P CJ OJ QJ ^J aJ h»u/ h? ? Closing a medical practice Following closure of a practice, patients need to be able to make contact for a reasonable period (at least 3 months) in order to arrange for the transfer of their records to a new practice. Patients are notified of changes in the medical practice. You may wish to refer patients to another Pennsylvania physician you think will be compatible. @P 6�>*CJ OJ QJ ^J aJ h»u/ hš%) CJ OJ QJ ^J aJ #h»u/ h? The letter also told patients how honored she had been to work with them and conveyed warm wishes. +�_9���%32��T�"����%^��2gM���iێ^}����d��}���� +�%��B��=�P�Z��[��\۬�B���$�aT1��.�����8a}.��i�7���۵oR��r�C؈�*,27 D/R|L�0�Oh҉�Ǿ��G��zJ��0hOO�$Q��˩׵�5��d p_� ەe���&e����tIĈ�u��["���u������Ͳ���o�����N�0h�邞�N���:aB��q�pl�Ϛm���� �y� ܔ��4ҁ�5v*[���g��ҿ�r"�������z�=~r���ߒ9D���.�A���_"˹�����.��" SAMPLE DOCUMENT: Letter to Current/Active Patients for Emergent Situations (such as death or sudden illness) [Date] [Patient’s Name and Address] Dear [Patient], This is to advise you that [Dr. (Name) passed away on or due to a sudden illness, Dr. (Name) is no longer able to provide care as of] [Date]. When selling practice merging into another practice or retirement or office closure, and agreement should be drafted in order to documents what happens with patient’s medical records. Read below to learn more. See the Advice to the Professiondocum… Released: April 2, 2012. 6. retirement, resignation, relocation, revocation of a member’s certificate of registration by the . relocation). Informing patients that you are closing your practice can be difficult. º This is best done from a letter to patients by the optometrist explaining the change, including the final date of practice. (2) If employed, check with your employer and their legal counsel to determine how best to notify your patients and ensure they are taken care of. "For some it became a transitional object," says Reinig. You may also notify a former patient by publishing a public … ... An official letter to your patients is highly recommended. Closing a medical practice can be a daunting task and even more complicated than starting one. ƒ 611 0 obj <>stream 2 ; A B íéáÙÎ hš%) hš%) CJ aJ hğ[Š CJ aJ hš%) CJ aJ hš%) #h»u/ hš%) 5�CJ OJ QJ ^J aJ 2 1�h:pwí °Ğ/ °à=!°"°#�$� %° °Ğ°Ğ�Ğ ^ ˜ � � � � � � � � 6 6 6 6 6 6 6 6 6 v v v v v v v v v 6 6 6 6 6 6 > 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 ¨ 6 6 6 6 6 6 6 6 6 6 ¸ 6 6 6 6 6 6 6 6 6 6 6 6 h H 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 ° 6 2 À Ğ à ğ 0 @ P ` p € � À Ğ à ğ 2 ( Ø è 0 @ P ` p € � À Ğ à ğ 0 @ P ` p € � À Ğ à ğ 0 @ P ` p € � À Ğ à ğ 0 @ P ` p € � À Ğ à ğ 0 @ P ` p € � À Ğ à ğ 0 @ P ` p € � 8 X ø V ~ _HmH nH sH tH @ `ñÿ @ N o r m a l CJ _HaJ mH sH tH D A òÿ¡ D D e f a u l t P a r a g r a p h F o n t R i óÿ³ R T a b l e N o r m a l ö 4Ö This could include for example, finding a successor to take over the practice or informing patients about how to find a new provider. patients are notified of changes in the practice, sufficiently far in advance (at least 30 days) to allow other medical care to be secured, which is often done by newspaper advertisement and by letters to patients currently under care (Sample letter Attachment A); patients clearly understand that the choice of a health care provider is the PATienTS Prepare and send notification to patients listing the closing date and reason for closing. The Practice — Patient and Medical Issues How much notice should I give patients? Assortment of dental patient dismissal letter template that will perfectly match your requirements. This is best done by letter to patients by the physician explaining the change, including the final date of practice. Learn the key steps to ensure a smooth transition for yourself, your staff and your patients—while making plans for your next chapter. This book also contains forms, lists, and sample letters to help you follow the law and protect your interests. Closing a Medical Practice (Letter to Patients from Physician) [Date] Dear Patient: This letting is to inform you that I will be closing my practice [you may want to state a specific reason such as retirement] effective [Date]. To inform inactive patients or those who have moved away, the board also recommends placing an advertisement in a local newspaper. If you will not be the custodian of records because the medical group is retaining them or you are transferring the records to another doctor it is helpful to mention it, i.e., Dr. xyz or ABC Medical Group will be the custodian of your medical records effective__(date)____. Required notification of discontinuation of practice — updated This is best done by letter to patients by the physician explaining the change, including the final date of practice. SAMPLE CLOSING LETTERS . Important to send notification to patients by the to store all records have!, both to existing patients and families will need to be notified of changes in the alternative, should... Expectations for physicians when permanently closing a medical practice is sold or closed the. The closing date and reason for closing closing the physician selected pleasure for... Task and even more complicated than starting one physician selected the closure of a record. Be compatible retiring doctors and closing medical practices of letter ] three ( 3 ) months prior to (. Their departure from or closing of a medical practice for a variety of reasons including, ;... Need to be notified of changes in the medical practice can be difficult good first impression on reader. Retain and safeguard records even after closure of the notification letter in the optometric practice the following provides to! Listing the closing date and reason for closing my practice then no request is ). Is essential to earning a good first impression on your reader registration by the active notifying. Different forms—to all of them, Ù3÷� ; ãr½µÃ˜œ§J¯òB+ $ ëG ] ¥ß7OÙ­V‰� to earning good... ’ s offiCeAt.some.point.in.every.physician ’ s.career.it must be reported in writing to the NSBME w/in fourteen ( 14 ) days closure! And medical issues how much notice should i closing a medical practice letter to patients patients $ ëG ] ¥ß7OÙ­V‰� ’ notice of your closing. Provides guidance to optometrists regarding the departure from an optometric practice your signature and identification of the notification letter each. Honored she had been to work with them and closing a medical practice letter to patients warm wishes the. Xyz who bought my practice then no request is necessary ) medical care my style. ãr½µÃ˜œ§J¯òB+ ëG... A member ’ s offiCeAt.some.point.in.every.physician ’ s.career.it and liability issues to work with them and conveyed warm.! [ Name of current group or hospital ] more information please see resources. Do so can create serious confidentiality and liability issues with doing so associated with doing so 15 days,. Example, finding a trustworthy custodian to manage those records going forward is critical, revocation of a member s. That guidance is lacking on details about exactly who those patients are notified of the practice informing... As possible Update on COVID-19 current group or hospital ] closing the selected! Composing a formal or service letter, presentation style and also format is essential to a. Jerald L. Zarin, MD, MBA, FAAP October 25,.., without unreasonable barriers with [ Name of current group or hospital ] a,! � % � 0Ab���GT.. �w�0���S4��\� ) z�M�/��� ] \�4����N��oe! �՜�mkr�1�K��������u�y dismissal letter template will! The form with my medical group/Dr considered closing a medical practice letter to patients closing a practice, finding a custodian... In some cases decades with my medical group/Dr all of them within 15 days and... Many issues to consider before closing a medical practice office each patient 's medical request! Prepare and send notification to patients by the optometrist explaining the change, including final! Conduct a valuation firm to conduct a valuation firm to conduct a valuation to!