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. When composing a formal or service letter, presentation style and also format is essential to earning a good initial impact. 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. 1.This does not include temporary leaves of absence due to family emergencies or illness, but rather instances where the physician’s health is compromised to the point that they can reasonably expect that they will be closing their practice. If you are selling, you should consider using a valuation firm to conduct a valuation of your practice. The letter should include a health records release authorization form and a self- addressed, stamped envelope for the patient to return the form. @P CJ aJ hî$Ë h? T� 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. This is best done by letter to patients by the physician explaining the change, including the final date of practice. This is best done from a letter to patients by the optometrist explaining the change, including the final date of practice. 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. Letter to our Patients: An Update on COVID-19. 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. Physician still maintains duty to retain and safeguard records even after closure of the practice. When a medical practice is sold or closed, the physician must give notice—in different forms—to all of them. Please contact your insurance plan or the county medical society for names of other physicians. @P CJ OJ QJ ^J aJ h»u/ h? One helpful resource is the State Medical Board. The information below provides additional guidance for physicians with respect to closing a medical practice. (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. Patients . 2. Closing a Medical Practice . Reviewed 6/2013 / 0 1 2 Q R S … ¦ ï ò | } Ÿ Í For more information please see the resources section of the Advice to the Professiondocument. CLOSING A MEDICAL PRACTICE Jerald L. Zarin, MD, MBA, FAAP October 25, 2015. A physician must give notice to patients of his or her leaving or closing a practice, otherwise face a possible claim of patient abandonment. (���i��U����f^��.#�%� 0Ab���GT..�w�0���S4��\�)z�M�/���]\�4����N��oe!�՜�mkr�1�K��������u�y? 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$Ë 6�>*CJ OJ QJ ^J aJ &h»u/ hš%) 6�>*CJ OJ QJ ^J aJ #h»u/ hš%) 6�CJ OJ QJ ^J aJ #h»u/ h»u/ 6�CJ OJ QJ ^J aJ h»u/ h? A practitioner’s specific obligations will vary depending on several factors including employment or practice partnership status, contractual based obligations, practice venue, and other considerations. Your second thought should be: how do I protect myself? Licensure Board notification. unexpected death or illness), planning for an expected closure, what to do about patient medical records, sample notification letters to patients, privacy obligations and other office management considerations. bWJ[9�V[�Ј=˨�&������Fu�ḃx�D��r9�m�����zٜ������G����d�V��z����eM�3ݨ=tR�4t�;�f�;���/k�x�.�4(9|}\+�$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[$��l�����_������q���K�Ҷ)'��~c�}R��T"s\+�G�� The letter should inform the patients when your practice is closing, how they can arrange to transfer their records, where the records will be stored, and how to access their records in the future should a copy be needed. 2 ; A B íéáÙÎ hš%) hš%) CJ aJ hğ[Š CJ aJ hš%) CJ aJ hš%) #h»u/ hš%) 5�CJ OJ QJ ^J aJ 2 1�h:pwí °Ğ/ °à=!°"°#�$� %° °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 ... An official letter to your patients is highly recommended. endstream endobj 590 0 obj <>>>/EncryptMetadata false/Filter/Standard/Length 128/O(��P\(��ݏ^�Ͻu���w����J�XǼ�)/P -1324/R 4/StmF/StdCF/StrF/StdCF/U(\r�'V�X��3x�r�p )/V 4>> endobj 591 0 obj <>/Metadata 78 0 R/Outlines 120 0 R/PageLayout/OneColumn/Pages 584 0 R/StructTreeRoot 125 0 R/Type/Catalog>> endobj 592 0 obj <>/MediaBox[0 0 612 792]/Parent 585 0 R/Resources<>/Font<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI]/XObject<>>>/Rotate 0/StructParents 63/Tabs/S/Type/Page>> endobj 593 0 obj <>stream �V���㸼�VV����� 2h�ڈ�1��{�a����5מ��M��Lb���ά��E��ID{?���OM�}N�M�yV������4����y�) Ontario Medical Association 6 B. You may wish to refer patients to another Pennsylvania physician you think will be compatible. If someone you know is really sick, it could be very difficult to know how to express yourself or just what to say. You may also notify a former patient by publishing a public notice in the legal section of a newspaper. TMLT also has some sample closing/retiring letters. Accordingly, it is very important that you follow all the required tasks associated with doing so. Practitioners may have continuing obligations toward patients during and after their departure from or closing of a medical practice. Required notification of discontinuation of practice — updated 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. sending a letter to each patient; or; sending an email to each patient, in a manner that is compliant with state and federal law. Sale of a Medical Practice; Notifying Patients and Employees; Medical Record Retention Guidelines; Dealing with Subpoenas; Retirement; Death or Incapacity of a Physician . 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]. • Patients are notified of changes in the optometric practice. �f���u5M���z֦&��f�J���kR1��2 ��@&�X77r����R�+��a� (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. 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. When closing a practice, you should send a notification letter to the patients you have seen in your practice within the last three years. 6. retirement, resignation, relocation, revocation of a member’s certificate of registration by the . 589 0 obj <> endobj This book also contains forms, lists, and sample letters to help you follow the law and protect your interests. 1. This is best done by letter to patients by the physician explaining the change, including the final date of practice. 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. A physician must give notice to patients of his or her leaving or closing a practice, otherwise face a possible claim of patient abandonment. 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*]. 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. Your first thought should be: how do I protect my patients? Canadian Medical Protective Association The CMPA is a national organization and provides broad advice about a number of medico … Read below to learn more. The letter also told patients how honored she had been to work with them and conveyed warm wishes. Selling physicians should utilize fair mar… 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)____. 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. Things to Consider Before Closing the Practice; Notifying Patients and Families of Practice Closure; Medical Record Retention; Medical Malpractice Insurance and Tail Coverage; Addressing Patient Issues. [Last name], Please be advised that as ot [Datel. ��װ���4�F=�#�~�F?��\j���W_)y�_�ܸ�Li�2�h+s O������A!+�t����f���xP�����)+4.�U�������s)�L-b� x:��D�q#>��B����!0lͫۢ�7������@�L����e= 1f*���c���L�j�G��&�� ��Tp���̢9�-ٙ�x 9H�ھ}���M��$�f{��-�He����Q�.�g�knyվz��F9Z� �C��=26�Cʓ�`��j��j���j!�2�ˑ�w�9�]7�LJI���o���O�h�D��yi�h�^ov ��ԏ[N� Sample Patient Letter The basic premise of all patient records is that although the physical record is the property of the custodian, the information contained within the record is the property of the patient. In the letter, be sure to include information on how patients may request and obtain a copy of their medical records even after the practice has closed. Texas Medical Board (TMB) Rules and Requirements The TMB Rules Chap 165.5(a)(1-3) state: When a physician retires, terminates employment or otherwise leaves a medical practice, he or she is responsible for:. ���Q/�3�W�;=���cy�bz�H�JSX��d��w�f��W�z(��*cD�Eچ�Vq�XGߠ�������. Enclose a records release authorization form for patients currently undergoing treatment or who were seen at the practice within the past 2 … NRS 630.254(3)(a). Notice to Patients. Selling or Closing Your Medical Practice Authored by W. Scott Keaty and Joshua McDiarmid You have decided to sell or close your medical practice. Executive Summary: 4. Assortment of dental patient dismissal letter template that will perfectly match your requirements. Physicians who are closing their practice should consult with their attorney regarding the storage or destruction of the medical records and consider providing patients with notice and an opportunity to retrieve their medical records prior to the practice closure. When closing a practice, it is important to send notification letters to both patients and professional organizations. ��]������ؾ�ˠ�Q7��U&���t`+J��� NRS 630.254(3)(b). An example letter follows: Dear (Insert Patient Name): Letterfor physician retiring and closing practice [Datel [Patient namel [Patient address] Dear [Mr./Ms.] xyz who bought my practice then no request is necessary). endstream endobj 594 0 obj <>stream We store medical records long-term for retiring doctors and closing medical practices. h�bbd``b`�$� �}@�)Dlׁij 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 !�D�2�����9���C��S 0 A physician who decides to close his or her practice needs to begin making plans at least 12 – A medical office moving to a new location not only moves the services, but the controlled private information of clients, such as financial records, insurance and medical charts. "For others it was closure. Letters notifying patients about the practice closure should be both professional and sensitive to the possibility that some patients might be upset or … 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. Once my office receives the form, a copy of your records will be transferred within 15 days. The notice to … GUIDELINE . 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. 1. (See “ Letter to Current/Active Patients for Emergent Situations .”) Call all physicians who customarily refer patients to the practice, all contracted managed care organizations, and local hospitals to advise them of the practice closure. Place a copy of the notification letter in each patient's medical record. * + 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 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. Notify patients by letter a minimum of three (3) months prior to closing (send first class mail). Choose the wrong closing, and you might damage the goodwill you have built up in the rest of your communication. .�^G��0�� ���z4=\�EҙIP�3Ej�g#Ho���[�p�Ƌ�3������[J�@\! Upon identifying patients who have been treated by the practice, physicians should send a notification letter which: Valuation should be used as a benchmark for negotiation of the purchase price. Good first impression on your reader variety of reasons including practice or patients! For more information please see the resources section of a medical practice Jerald L. Zarin, MD,,... 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