Patient Dismissal Letters

The success of treatment is often dependent on who is being the doctor -- the chiropractor or the patient.

When a patient drops from care and every effort has been made to return the patient to care, (see "Loss Control System" policy and "Missed Appointment Handling" policy) the following letters should be used to dismiss a patient from care.

Dismissal Letter #1 should be sent first, to give the patient one last chance to respond. Dismissal Letter #2 should be sent after ten days if no response.

A copy of each letter must be placed in the patient's file if it is sent.

Again, these letters should be rarely used. If a doctor has dismissed a patient for any other reason, an individual letter should be dictated and sent. Please see the attached samples.

Petty, Michel & Associates

F/DATA/PMBINDER/DISMISPL.DOC

***** DISMISSAL LETTER NUMBER ONE *****

Dear Patient:

When you first came to our office, we made certain agreements with each other in order to support your goal of not only temporarily feeling better, but being truly healthy.

In order to give you the quality of care necessary in your case and to achieve the results you desire, your compliance with my recommendations of treatment are essential.

This has not been occurring. Sometimes, there are problems with schedules or money, or even problems with our office. I don't want anything to interfere with your getting the care that you need. We will help you to work out any situation preventing your health care.

If I can be of any assistance, or if there is some problem with your care in our office that you would like to discuss, please call.

Sincerely,

Chiropractor

***** DISMISSAL LETTER NUMBER TWO *****

Dear Patient:

In order to give you the quality of care necessary in your case and to achieve the results you desire, your compliance with my recommendations of treatment are essential.

Since we have not heard from you, I assume that you have chosen to discontinue care. While I do not feel this is prudent at this time, I do hope that you got the results you wanted and that you will feel welcome back in our office at any time.

Again, I strongly urge that you seek continued health care since your condition warrants it. If there was a problem you feel was not addressed, please call me personally and I will be happy to discuss it with you or recommend changes in your treatment plan or a referral to another provider.

It was a pleasure seeing you as a patient and I hope that you will think of me when you or your friends need health care.

Sincerely,

Chiropractor

***** SAMPLE INDIVIDUAL DISMISSAL LETTERS *****

Dear (Patient Name),

Based on my review of your case, I am dismissing you from care. I feel that you have reached maximum chiropractic improvement at this time.

It was a pleasure seeing you as a patient and I hope that you will think of me when you or your friends need health care.

If you have any questions, or would like your records forwarded to another doctor, please feel free to contact our office.

Sincerely,

------

Dear (Patient Name),

After completing our last examination of your case, and as per the discussion we had, I am dismissing you from my care. I feel that we are not able to further benefit your case at this time.

I strongly urge you to seek care at (another chiropractic office)(a specialist) (etc.), as your condition warrants seeing another doctor.

We would be happy to forward copies of your records and x-rays to the doctor or clinic of your choice. Please contact our office if you wish to do this.

If you have any questions, please call.

Sincerely,

------

Dear (Patient Name),

Upon your request of ( date ), we are dismissing you from care at our office.

I am doing this against my better judgment as I feel that your spine is not stable and that there is more work to do on your case.

Should you wish to continue care in the future, please feel free to call us.

Sincerely,