It is generally possible for a patient to follow their doctor when that physician moves to a new practice, but this process requires several administrative steps. Maintaining an established relationship with a trusted provider is beneficial for continuity of care, especially for individuals managing chronic conditions. The ability to do so depends heavily on specific logistics like timing, location, and, most significantly, insurance coverage. The following steps detail the necessary actions to successfully transition your care to your doctor’s new location.
Confirming the Doctor’s New Location and Timing
The first step involves securing the precise details of the doctor’s move, as patients are typically notified through a letter, email, or signage within the current office. You should directly contact the administrative staff at the current practice to verify the information. Confirmation should include the doctor’s last day at the current facility and the exact start date at the new location, along with the new address and the formal name of the new medical group or facility.
Confirming the transition date is important to avoid any gaps in scheduling appointments, particularly if you require regular medication refills or follow-up visits. Asking for the new practice’s direct phone number and fax number is also important for later steps involving medical record transfers.
Verifying Insurance Network Compatibility
Insurance coverage is frequently the greatest barrier to following a physician, as a doctor’s in-network status is tied to the specific contracts held by the medical group or facility where they practice. Even if the new practice is geographically close, a change in the group’s affiliation can mean they are considered “out-of-network” by your plan.
You must contact your health insurance provider directly by calling the member services number found on the back of your insurance card. You should specifically ask the representative if the doctor’s new practice or facility is considered “in-network” for your current plan. Plans like Health Maintenance Organizations (HMOs) offer less flexibility than Preferred Provider Organizations (PPOs), making verification even more important.
Getting confirmation in writing or noting the representative’s name and a call reference number provides documentation in case of future billing disputes. If the new practice is out-of-network, you would be responsible for a significantly larger portion of the cost, potentially making the move financially unfeasible.
Procedures for Transferring Medical Records
Once you have confirmed both the doctor’s new location and the compatibility of your insurance, the next step is transferring your medical history to the new office. While the record is owned by the practice, you have the right to access and transfer your medical information. The current practice will require you to complete and sign a Release of Information form, which provides legal authorization to share your private health data.
This form must be submitted to the old practice. It is helpful to be specific about the records needed, such as the last two years of notes, test results, and immunization history. Although most records are transferred electronically, a physical copy or digital files may be used due to system incompatibilities. Healthcare providers are allowed a reasonable, cost-based fee for copying records, and the transfer process can take up to 30 calendar days.
Alternatives If Following Is Not Feasible
If the doctor’s new location is too far away, or the practice is not in-network with your insurance, you will need to find a new healthcare provider. The departing doctor can be an excellent resource, as they may be able to provide a list of recommended colleagues in the area who accept your insurance plan. Utilizing your insurance company’s online provider directory is another direct way to search for in-network physicians who are accepting new patients.
When selecting a new doctor, consider their specialization, patient reviews, and affiliation with local hospitals. For patients with chronic conditions, ensuring continuity of care is paramount. Schedule an introductory appointment promptly to establish a relationship and review your ongoing treatment plan and prescriptions.