Letters

Here is a sample notice of office closing letter and a sample notice of sale/retirement letter you can adapt for your practice.

Risk Management

Sample Letters When Closing or Transferring a Practice

When you close or transfer your practice, it is important to send letters to your patients to officially communicate what will take place. Not only is this step essential as a courtesy to your patients, it may help you avoid an allegation of abandonment.


 Here are two sample letters you can adapt for your practice:


Sample Notice of Office Closing

Dear _____patient’s name_____,

Because of my retirement, I will be closing my office at ______address_______ on _____date_____. I will not be available to attend to you after that date.

Since your condition may require additional care, I suggest that you arrange to place yourself under the care of another doctor. To assist you in receiving the care that you need, I will be happy to provide your new doctor with copies of the necessary records from your file. Please sign and return the enclosed authorization along with your instructions about where to send your records.

I regret that I will not be able to continue to serve you. My years here have been filled with many rewarding experiences and memorable patients.

Best wishes for your health and happiness.

Sincerely yours,

_____your name_____
 


Sample Notice of Sale/Retirement and
Introduction of New Doctor

Dear _____Patient Name­_____,

Because of my retirement/disability/other, I have sold my practice and office at ______address_______. Dr. ____doctor’s name_____, the new owner, will begin seeing patients on _____date_____. To ensure a smooth transition and introduce Dr. _____doctor’s name_____ to my many patients and friends, I will be staying on with him until _____date_____. I will not be in the office after that date.

If you make an appointment to see Dr. ____doctor’s name_____ before my last date in the office or return an authorization form allowing me to discuss your file with Dr.____doctor’s name_____, I will review your file with Dr. ____doctor’s name_____. This task is for our benefit. I want Dr. ____doctor’s name_____ to be familiar with your records so he will be fully prepared to treat you from his first day in the office. I have confidence in Dr. _____doctor’s name_____ and hope you will consider allowing him to become your new doctor.

If, for whatever reason, you decide to be treated elsewhere, I will be happy to provide your new doctor with copies of the necessary records from your file. If that is your preference, please sign and return the enclosed authorization form with your instructions on where to send your records.

I regret that I will not be able to continue to serve you. My years here have been filled with many rewarding experiences and memorable patients.

Best wishes for your health and happiness.

Sincerely yours,

_____your name_____



The information in the NCMIC Learning Center is offered solely for general information and educational purposes. It is not offered as, nor does it represent, legal or professional advice. Neither does this information constitute a guideline, practice parameter or standard of care. You should not act or rely upon this information without seeking the advice of an attorney familiar with the specific legal requirements of the state(s) in which you practice. If there is a discrepancy between the site and an insurance policy you have with NCMIC, the policy will prevail.

Adapted with permission from educational materials on www.practicemakers.com.

Each state and each individual practice situation may require additional or different steps to close or transfer a practice.