One helpful resource is the State Medical Board. Informing patients that you are closing your practice can be difficult. PATienTS Prepare and send notification to patients listing the closing date and reason for closing. The letter should include a health records release authorization form and a self- addressed, stamped envelope for the patient to return the form. Ñ 1 – 0 Æ Ñ h ¦ h Ñ h Ö Ñ ` õ õ Ñ õ õ õ õ õ k k ¯ " õ õ õ Æ õ õ õ õ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ h õ õ õ õ õ õ õ õ õ | œ : Sample Letter for Closing Your Medical Practice (Type in physician’s letterhead) (Date) Dear 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. h�bbd``b`�$� �}@�)Dlׁij endstream endobj startxref 3. You have likely developed a great deal of loyalty to your patients, and many of them will worry about the future of their personal medical care. T� Valuation should be used as a benchmark for negotiation of the purchase price. Practitioners continue to have obligations toward patients during and after departure from, or the closing of a medical practice. endstream endobj 594 0 obj <>stream In the alternative, you may call ___________________ (Physician Referral Service/County Medical Society) ______________________for assistance in selecting another physician. The letter should inform the patients when your practice is closing, how they can arrange to transfer their records, where the records will be stored, and how to access their records in the future should a copy be needed. Your patients need notification three to six months before you close your medical practice to retrieve their records or have them sent to another doctor. @P CJ OJ QJ ^J aJ h»u/ h? bWJ[9�V[�Ј=˨�&������Fu�ḃx�D��r9�m�����zٜ������G����d�V��z����eM�3ݨ=tR�4t�;�f�;���/k�x�.�4(9|}\+�$é��6��g�qr���L�c��hg�W����x.�JF�Y~T����a]�w�F����0CYs��kE�5�������g�c�MXdOB�+�AcUM�2�0�\����I%����X/&����9�`��Fc�lsyK�]��>|��"�������dqi��aŠ��ρk���c��9-9�C[$��l�����_������q���K�Ҷ)'��~c�}R��T"s\+�G�� 42. • Patients are notified of changes in the optometric practice. Read below to learn more. It has been a great pleasure providing for your healthcare needs. Texas Medical Board (TMB) Rules and Requirements The TMB Rules Chap 165.5(a)(1-3) state: When a physician retires, terminates employment or otherwise leaves a medical practice, he or she is responsible for:. ƒ It was a gentle way of closing, and that was my style." Informing patients of a pending practice closure is the first step towards maintaining continuity of care, as it allows for a timely clinical handover to another practice of the patient’s choice. Revised: March 31, 2018 6. retirement, resignation, relocation, revocation of a member’s certificate of registration by the . Closing a Medical Practice . Letterfor physician retiring and closing practice [Datel [Patient namel [Patient address] Dear [Mr./Ms.] See the Advice to the Professiondocum… Dear Patient, As a valued member of our Genesis Medical Associates patient community, we appreciate the trust you place in us and want to inform you about … 7. @P CJ OJ QJ ^J aJ h»u/ hwí CJ OJ QJ ^J aJ h»u/ hš%) CJ OJ QJ ^J aJ V . 1. * + 6 7 8 9 H I J T U V ÷ ÷ ÷ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ õ $a$gdwí Physicians who are closing their medical practice often contact the College to seek guidance about the measures they should take before they close their medical practice. An example letter follows: Dear (Insert Patient Name): ¸ Licensure Board notification. 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. 9 Letters notifying patients about the practice closure should be both professional and sensitive to the possibility that some patients might be upset or … 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. Typically, it provides requirements on the duty to notify "patients." ]3�"Q�H�jr�Nv9>4:�4�&K�Jd �R��r O\#�,���(�F��p��|�Y�j�]��x�G��*N��{D��8'�oK�����%���E��~������̗o�a�G�. This information has been prepared for all providers who are seeking approval to close a facility or discontinue services or programs that provide medical care and/or services to individuals in a community-based, residential or acute care (hospice, adult care facilities, nursing homes or hospitals) setting. Letter to our Patients: An Update on COVID-19. 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�� :�la���%#� \� M���H� �Dw$��[`���h%�i��@�WHZMӂ/��H�*��]�m�hF*��C� �U`!�/��|���R��Ƿ��g�_�dj��$a�v 2�+�Rf���eX����>'vl��15�dn�L�+O޽-�P�� ywg=�R��ňG�2�_"Ѻ`"'�}�J� 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. With existing patients, the practitioner can personally inform the patient about accessing the records after the practice is closed (documenting the conversation in the records)) and can, if desired, confirm that conversation in a letter. This book also contains forms, lists, and sample letters to help you follow the law and protect your interests. When a medical practice is sold or closed, the physician must give notice—in different forms—to all of them. Of the many issues to consider before closing a practice, finding a trustworthy custodian to manage those records going forward is critical. sending a letter to each patient; or; sending an email to each patient, in a manner that is compliant with state and federal law. Closing Your Optometric Practice The following provides guidance to optometrists regarding the closure of or departure from an optometric practice. "For others it was closure. (���i��U����f^��.#�%� 0Ab���GT..�w�0���S4��\�)z�M�/���]\�4����N��oe!�՜�mkr�1�K��������u�y? You may also notify a former patient by publishing a public notice in the legal section of a newspaper. ]�0��>HV�Gt��uT�yE^�S��ۥ���p�:�OM���;��ת]@�F?X � I will be available until that time for your health care needs. If you are selling, you should consider using a valuation firm to conduct a valuation of your practice. õêõŞÒŞÇ¶¢¶�~¶m¶YE1 &h»u/ hwí 6�>*CJ OJ QJ ^J aJ &h»u/ hš%) 6�>*CJ OJ QJ ^J aJ &h»u/ h? %%EOF SAMPLE CLOSING LETTERS . Dear [patient name]: This letter is sent to confirm your decision to discontinue care with me. Even so, sometimes that guidance is lacking on details about exactly who those patients are and how to contact them. 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). 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)____. It’s your last chance to make a good first impression on your reader. 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. +�_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���_"˹�����.��" Selling or Closing Your Medical Practice Authored by W. Scott Keaty and Joshua McDiarmid You have decided to sell or close your medical practice. Patients are notified of changes in the medical practice. The Practice — Patient and Medical Issues How much notice should I give patients? 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. l 4Ö aö ( k ôÿÁ ( N o L i s t PK ! Ontario Medical Association 6 B. This is best done by letter to patients by the physician explaining the change, including the final date of practice. patients and this responsibility must be considered when closing a medical practice. 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 am including a medical record request form that requires your signature and identification of the physician selected. *mw����b�S��.V�G�ga,m�[��{������_��D�v��n��o����#�d���MRK�����\��a��%;~��%E��:ly���]C��>��y� w�o+;��E}���d-�P���5��vJ�d��]_a8��q�}KNE�������k�)&��i���+� TMA has a sample 'discontinuing practice' letter and a clause for transfer-custody of records in practice change sample forms. 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. Executive Summary: 4. The letter also told patients how honored she had been to work with them and conveyed warm wishes. 3 . 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*]. (Insert if appropriate – if you choose to remain with my medical group/Dr. To inform inactive patients or those who have moved away, the board also recommends placing an advertisement in a local newspaper. The notice to … If you are transferring medical records in conjunction with the sale or closure of your practice, keep in mind that records pertaining to current patients cannot be transferred until an attempt has been made to … Thoughtfully managing the various aspects of closing or relocating a clinical practice ensures the needs of patients continue to be met and potential medical-legal risks are mitigated. 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. S T ‘ “ ª ´ µ $ ( ) * 7 8 I J V ïŞïŞïÍïŞï»©•„•r©ï©^•^•©ïMïMï h»u/ h»u/ CJ OJ QJ ^J aJ &h»u/ h»u/ 6�>*CJ OJ QJ ^J aJ #h»u/ hwí 6�CJ OJ QJ ^J aJ hî$Ë 6�>*CJ OJ QJ ^J aJ &h»u/ hš%) 6�>*CJ OJ QJ ^J aJ #h»u/ hš%) 6�CJ OJ QJ ^J aJ #h»u/ h»u/ 6�CJ OJ QJ ^J aJ h»u/ h? The location of records is of critical importance when closing a practice, both to existing patients and to former patients. Facility Closure Plan Guidelines General Information. When the medical practitioner wants to dissociate himself or herself from the patient and end appointments or sessions, they send this type of letter. Cessation of active medical practice may lead a physician to medical administrative activities, consulting in different medically-related activities or continuing practice in a voluntary and non-reimbursed fashion. éŞ¿ÿ [Content_Types].xml¬‘ËNÃ0E÷Hüƒå-Jœ²@%é‚Ç�Ç¢|ÀÈ™$Éز§Uû÷LÒTB¨ l,Ù3÷�;ãr½µÃ˜œ§J¯òB+$ëG]¥ß7OÙ­V‰�. The notice should specify the date of departure, the physician’s new contact information if applicable, and who the patients can choose for future medical care. Although you may be considering retirement, your patients' records must continue working for years, and in some cases decades. You have likely developed a great deal of loyalty to your patients, and many of them will worry about the future of their personal medical care. The termination process isn't just painful for some patients. A patient notification letter should be sent to each patient and should include: reason for closing, planned date of closure, how to obtain records, the patient’s options for obtaining continued medical care (both routine and emergency), where the records will be after closure, how long records will be retained and be accessible, and contact information for future record requests. The information below provides additional guidance for physicians with respect to closing a medical practice. Learn the key steps to ensure a smooth transition for yourself, your staff and your patients—while making plans for your next chapter. 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. A practitioner’s specific obligations will vary depending on several factors including employment or practice partnership status, contractual based obligations, practice venue, and other considerations. The termination process isn't just painful for some patients. GUIDELINE . Upon identifying patients who have been treated by the practice, physicians should send a notification letter which: 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. º You will want to express your encouragement and support as well as show concern. The notice to patients should be a minimum of 30 days. Practitioners may have continuing obligations toward patients during and after their departure from or closing of a medical practice. A physician who decides to close his or her practice needs to begin making plans at least 12 – I felt good about that. 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