When the relationship between a physician and patient is terminated, the exact
circumstances of the termination must be documented. The patient’s condition
should be summarized in the same manner as a discharge note in a hospital
record. For each ongoing medical problem that is identified, there should be
evidence that the patient was notified of the problem and the need for further
care. If the physician knows who the patient is transferring to, this should be
recorded in the termination note.
A physician who terminates the physician–patient relationship must document
that the patient was properly notified. The physician should write a termination
note in the patient’s chart documenting that the patient was contacted and
told of the physician’s decision, its medical implications, and where to obtain
further care, if needed. This information should also be put in a letter to the
patient. If possible, the patient should sign a copy of this letter during a visit
with the physician. The physician should give the patient the original letter,
keeping the signed copy for the files. If this is not possible, the letter should be
sent by certified mail, with a return receipt requested. The certified mail
number should be noted in the letter, and a copy of the letter and the return
receipt should be put in the patient’s medical record. If the letter is returned
and efforts to find a correct address fail, the unopened letter in the patient’s
record will document that a diligent effort was made to contact the patient.
Patient-initiated terminations must be carefully documented. Although the
patient always has the right to terminate the physician–patient relationship,
this is usually done not by confronting the physician but passively by not
returning for care. It is the physician’s responsibility to follow up on patients
who disappear if they have conditions that require continuing medical care. (It
is also good business to keep track of patients and their reasons for seeking
care elsewhere.) These conditions may be acute, such as an orthopaedic
patient who does not return to have a cast removed, or chronic, such as a
Following up on missing patients requires that medical records be kept in such
a manner that the physician is aware that a patient has been lost to follow-up.
Tickler files serve as reminders that a patient is due to return for care. These
may be computerized, or kept in a manual tickler file. When a patient misses
an appointment, the physician should call to find out what has happened to the
patient. If the patient cannot be located, refuses to come back, or has found
care elsewhere, the physician should document this information in the chart.
The physician should send the patient a certified letter explaining why the
patient should return or find alternate care.