Your employment contract is ending and now it’s time to tell your patients. Whose role is it and how should patients receive notification? What should you say or not say? Find out what every departing dermatologist should know about telling your patients goodbye.
Consider your contract and state regulations
Pull out your employment contract. You may find that your contract specifies which party is to notify patients and in what manner. As an employee, the patient contact information belongs to the employer. As a result, be wary that taking the information could be actionable as theft of trade secrets or breach of fiduciary duty, even in the absence of contractual clauses governing ownership or solicitation. Some states do in fact mandate that the employer provide you with contact information for patients you primarily treated as well as with records, but this is a rarity. You should contact your state medical board or attorney. Some states have requirements about patient notification in certain circumstances, including who is responsible, deadlines for completion and which patients to notify.
How to communicate
Patient notification of your departure – just like any patient communication – needs to occur through a secure system. Mail or HIPAA-compliant electronic communication, such as through an EMR system, is often sufficient. However, some states also require notification in local newspapers as well as a written notice posted in the practice.
If you want to make a more personal communication, consult your practice administrator to determine if you have the blessing to communicate more broadly, such as through social media. This option works well if you are comfortable sharing your reason for leaving and you’d like to continue your goodwill and trust with your patients as you say goodbye.
What to say (and not say)
When communicating your goodbye, stick with the necessary facts such as, “My last day at the practice will be/was March 12.” You don’t have to say whether leaving was your choice or not. If you want to go into greater detail, consult your practice administrator first. Make sure whatever you say has your practice’s approval. Providing your new contact information could be considered solicitation in violation of your contract. If unsure, you might say simply that you are trying to respect your current employer by not giving out your new information but you will not be moving far and will be locatable on the internet. Err on the side of caution and do not give out your social media information. You can make an announcement on social media typically and create a business listing or advertising on search engines.
If you are not going to be available after you leave, provide contact information for patients to schedule appointments with other dermatologists within the practice. You can even consider listing their credentials and areas of expertise if you want to help your patients feel comfortable in the transition.
Patients may seek to continue their care elsewhere, so always state how patients can access their medical records during the transition.
Other considerations
Patients aren’t the only ones to notify that you’re leaving the practice. Don’t forget other parties involved in your patient care including managed care companies, hospitals where you have privileges, your state board of medicine and your malpractice carrier. Taking time to notify these groups either in advance of or shortly after your departure will reduce confusion and headaches in the long run.
As always, be sure to consult your legal counsel to make sure you are following practices as outlined by your employment agreement and your state’s regulations.
Ron Lebow, Esq., is a healthcare attorney with Lebow Law, P.C.
