When a trusted physician leaves a medical practice, it can create a period of uncertainty and stress for patients who rely on that consistent relationship for their health management. This change necessitates a clear, organized approach to ensure the continuity of your medical care is maintained without interruption. Understanding your rights and the practical steps involved in this transition is the most effective way to navigate the departure of your healthcare provider. This guide offers a framework for managing the process, from the initial notification to establishing care with a new doctor.
The Required Notice and Your Rights
Healthcare practices and departing physicians have an ethical obligation to notify patients of a pending departure to ensure patient welfare and prevent disruption to ongoing treatment plans. Practices typically send a formal letter or email to affected patients, often at least 30 days before the physician’s final day, though this period can vary.
The communication you receive should clearly state the effective date of the physician’s departure from the practice. It must also provide instructions on how to secure your medical records and who will act as the custodian of those documents after the physician is gone. If the departing doctor is moving to a new local practice and intends to continue treating patients, this information may also be included in the notification. State medical boards generally require this formal communication to facilitate a smooth transition for the patient.
If your doctor is part of a larger group, the practice may assign a new physician to your care automatically or offer a list of remaining providers. You retain the right to choose whether to stay with the existing practice or transfer your care to the departing doctor’s new location, if applicable, or to an entirely new provider. The notification is intended to give you sufficient time to make an informed decision about your future care without undue pressure.
Securing and Transferring Your Medical Records
Patients have a fundamental right to their health information, protected under the federal Health Insurance Portability and Accountability Act (HIPAA). This law mandates that you can access and obtain a copy of your protected health information upon request. To initiate the transfer process, you must submit a formal written request or a signed authorization form to the former practice.
When requesting your records, it is important to distinguish between obtaining a personal copy for your own files and directing the practice to send the records to a new physician. For a copy provided directly to you, the practice can only charge a reasonable, cost-based fee that covers the labor for copying, supplies, and postage. This fee cannot include costs associated with searching for or retrieving the records.
If you instruct the former practice to send your records directly to a new provider, this is generally handled as a transfer of care. Many practices will transfer records to a new physician as a professional courtesy, often at no cost to the patient. The practice must fulfill this request within a reasonable timeframe, typically within 30 days.
Managing Continuity of Care During the Transition
Utilize the transition period to research and select a new physician who meets your health and logistical needs. Start by checking your health insurance carrier’s online directory to confirm which providers are currently accepting new patients and are in your network. Requesting referrals from the departing physician, if possible, or asking staff at the former practice for recommendations can also be helpful starting points.
During this search, consider the new doctor’s hospital affiliations, office location, and availability for appointments. Reading patient reviews on independent websites can provide insights into a physician’s communication style and overall patient satisfaction, though they should not be the sole basis for your decision. Once you have a top candidate, you should establish a first appointment to review your history and current health status.
A significant concern during the transition is managing necessary prescription refills, especially for chronic conditions. The former practice or an assigned covering physician is usually responsible for providing a bridge supply of medication until you can see your new doctor. You should contact the former office well in advance of running out of any medication to request a short-term refill, which is typically granted for 30 to 90 days.
If you have existing referrals to specialists, confirm with the former practice that these referrals remain valid or if a new referral from your covering provider is required. For urgent medical issues that arise before you establish care with a new physician, you may need to rely on urgent care centers or telemedicine services for immediate but non-emergency needs. The ultimate goal is to ensure your new physician receives and reviews your transferred medical history promptly, allowing them to take over your care.