It is not unlikely for physicians to switch jobs and move on with their careers with a different practice. In a survey, 50% of physicians stated that they plan to leave their current institution to start work somewhere else.

However, it is not a simple task for physicians to announce their resignations and leave. They cannot just send a sample letter to inform patients and employers a week before departing. There are many obligations revolving around the resignation and retirement of doctors that they must follow.

One such significant obligation is to send a physician resignation letter to patients. They should know that their current doctor is leaving well in advance to have enough time to look for a new physician.

In this blog, we will discuss how to write an effective and legally-compliant letter to patients from doctor leaving practice. Also, we will go through a template and some sample letters for your reference.

 Also Read: Physician Mailing List: What It Means

There are tons of responsibilities that physicians need to complete before resigning. To begin with, they need to review all the documents they signed at the time of joining their current institution. It is advisable to be clear about all the terms and conditions in-depth.

An employment contract has several provisions regarding retirement qualifications, tail coverage, notice period, etc. Thus, make sure to know these policies before sending out a doctor leaving practice announcement.

Also, practices seldom allow physicians to own the medical records of patients. Therefore, try to find out how this data will be treated after your departure.

 Also Read: PostGrid for the Healthcare Industry

The Canadian Medical Protective Association (CMPA) states that three months is the ideal timeframe for physicians to send a closing sample medical office letters to patients. Thus, another crucial thing you must do is notifying patients of physician leaving practice.

It can be for your patients to switch, so ensure that you leave them in good hands. A letter of gratitude that explains the reason for your departure and a helpful list of recommendations for your patients can go a long way.

Your closing practice letter to patients should include:

• Your departure date
• Ways to help patients access copies of their medical data
• An authorization for document transfers, etc.

It is advisable to contact a healthcare attorney if you aren’t sure about the legal requirements related to a physician’s departure.

Apart from patients, you may also need to send a relocating medical practice letter to the medical board, physicians’ groups, and other third parties.

It is not essential to wait until three months before sending notification letters; you can start mailing them out as soon as possible.

Below, we have mentioned some effective points to help you write legally-correct and effective departure letters:

Keep it Professional, Yet Personal

You may think that your letter to patients when leaving practice should be highly professional. While that is true, you must also add a personal touch. Your patients have been visiting you for months or years; they have the right to know why you are leaving and your plans.

Begin the letter with a heartfelt thank you to make your patients feel appreciated. Being professional doesn’t mean writing a bland, formal letter in this situation. Make the goodbye letter to patients from doctor interactive and responsive.

PostGrid’s direct mail services can help you personalize your letters to add to their value. This way, you can address all your patients personally and increase the effectiveness of your message.

 Also Read: Meaning and Guide to Using Direct Mail

Provide Helpful Recommendations

It is your job to help your patients find another physician who can take over their treatments. The simplest way to do that is to recommend other doctors who have similar qualifications and work experience as you.

Try adding the qualifications and contact information of the recommended doctors in your sample letter to inform patients.

Notify Patients About the Transfer of Their Records

Your patients’ medical information may be the property of your current practice. But, patients should be able to decide if they want to transfer their records to their new physician. Also, they should be able to obtain copies of their information for reference and further treatment.

Your physician resignation letter to patients must include the steps to getting these copies or transferring their records.

Refrain From Sharing Your Patients’ Details

Physicians might mistakenly talk about their patients’ personal information while discussing personal experiences. But, it can make your sample letter to inform patients relocation is illegal and can lead to several issues.

Feel free to run your letter contents by an attorney to ensure that your letter is legally compliant.

Now that you know how to write a sample letter to inform patients of your departure, let us also discuss how you can print and distribute it.

PostGrid’s direct mail API can help you create, print, and mail your letters altogether at the most affordable rates. You can integrate our API into your system and automate the entire process. Thus, you won’t have to deal with finding printing vendors, handling logistics, or tracking your letters. 

Our extensive range of features include:

• Address verification: Verify your patients’ addresses before mailing
• Pre-built letter templates: Letter template to patients from doctors leaving practice
• Per-piece tracking: Track the delivery status of your letters
• Reporting and analytics: Maintain records and get insights into your orders
• Print and mail fulfillment: Print and mail your doctor leaving practice announcement letters at all-inclusive rates. We also help you send other medical documents like bills, lab invoices, patient statements, Explanation of Coverage (EOC), etc.

To know more about our features and understand how PostGrid can assist you in sending a sample letter to inform patients, request a demo now!