Ensuring Continuity of Care When Retiring or Closing a Practice

A carefully planned and executed patient notification process is the key to ensuring continuity of care and minimizing liability risk when retiring or closing a practice. The method by which you inform patients should be based on whether they are active or inactive. Consider the following recommendations:

Informing Patients of Your Practice Closing

• Informing Active Patients: Between 45 and 60 days in advance of your practice closing, send letters to all of your active patients that include the following information:
  • The date you intend to stop practicing
  • The person who is taking over your practice or otherwise assuming the care of your patients
    • If no one is taking over, refer patients to the local medical society or to a referral source.
  • An offer to transfer a copy of a patient’s medical records to another physician or provide the patient with a copy upon receipt of a written authorization
    • Include a blank authorization form with the letter.
  • Send the letters by certified mail, return receipt requested, to patients with serious medical conditions or who need close follow up.
  • Keep a copy of the letter and the mailing list.
    • If any letters have been sent by certified mail, keep a copy of the returned receipts.
• Informing Inactive Patients: Place an advertisement in a local newspaper for several days informing patients of how to obtain copies of their medical records.

More Information About Reducing Risks when Terminating the Physician-Patient Relationship

• Closed Claim Case Study: Termination of the Physician-Patient Relationship for Non-Compliance
• Closed Claim Case Study: Dismissing a Patient in Labor Leads to Physician Removal from Hospital Call Panel
• Closed Claim Case Study: Dismissing a Patient with Post-Operative Complications Leads to Abandonment Allegation
• Closed Claim Case Study: Lack of Continuity of Care for Psychiatric Patient Leads to Allegation of Abandonment
• Closed Claim Case Study: Dismissing a Patient with Chronic Pain and Addiction Leads to Allegation of Abandonment
• Closed Claim Case Study: Immediate Dismissal of a Patient Could Lead to Abandonment Allegation
• Closed Claim Case Study: Problems with Dismissing a Patient When Securing Alternative Care Is Difficult
• Closed Claim Case Study: Inadequate Coverage Arrangements Leads to Abandonment Claim