Closure Checklist

Notifications - 60 to 90 days before closing

Staff

Organize a staff meeting to notify employees of practice closure

Prepare to hire temporary staff if current employees leave prior to closing date

Patients

Prepare and send notification to patients listing the closing date and reason for closing

Include an authorization form to transfer medical records to your patients’ new providers

Place a dated copy of the notification in each patient’s medical record

Public

Publish local newspaper ads with details about the closing

Post signage in your office to notify visitors of your last day of business

Professional Associations

Notify the state medical board, licensing board, credentialing organizations, professional memberships, etc

Drug Enforcement Agency (DEA)

Inform the DEA of your wishes to either continue or surrender your DEA registration

Health Insurance Companies

Inform all contracted payers of your intent to close your practice

Provide payers with a forwarding address to send payments that resolve after the office closes

Hospitals

Notify the hospitals where you have privileges of your intention to close your practice

Ancillary Services

Contact ancillary services such as labs, MRI facilities, etc. that you refer patients to

Suppliers/Service Contracts

Inform medical suppliers, office suppliers, collection agencies, laundry services, housekeeping services, hazardous waste disposal services, magazine subscriptions, etc.

Request final statements from these vendors to close your accounts with them.

Other Physicians

Let the colleagues that you work with, or refer to, know of your decision to close

Utilities

Notify all utility service providers of the day you wish to discontinue service

Tasks - 30 to 60 days before closing

Patient Scheduling

No new patients should be accepted once the closing date is announced

Start restricting nonemergent appointments as much as possible

Patients who need continual follow-up and care should be referred to another provider

Accounts Receivable

Process your accounts receivable, as much as possible, to collect money owed to you

Consider employing a collection agency or staff member to reconcile accounts after the practice has closed

Insurance Policies

Review your and your employees’ insurance policies and update or cancel where appropriate: i.e., liability, health, life, disability, workers compensation, etc

Obtain tail coverage extended liability insurance if necessary, which provides coverage against claims reported after the liability policy expires

Medical Records

Arrange for safe storage for both paper and electronic medical records

Notify your state medical board of the storage location

Determine the correct amount of time your medical records should be stored, as defined by your state law

Make sure the storage facility has experience handling confidential patient information and HIPAA agreements

Establish a mailing address or PO Box for medical record requests after closing

Clinic Documents & Equipment

Arrange for storage of personnel records according to your state law

Organize the disposal or proper storage of clinic documents such as financial records, patient education materials, brochures, etc

Plan to sell or lease office and medical equipment, if appropriate

Medications

Follow the federal guidelines for disposing of prescription drugs and medications

Contact drug representatives to determine what to do with unused samples, if applicable

Destroy all prescription pads

Phone Service

Consider using an answering service or prepare messaging for office phone calls after the closing date

Mail Service

Contact the postal service to coordinate mail forwarding details

Completion

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