Noncompliance, abusing policies and claims, and bad behaviors are some of the grounds of patient termination including unpaid dues which had been outstanding for more than months. These situations require medical and insurance companies to create and send termination letters, specifically patient termination letters for insured patients.

What Is a Patient Termination Letter?

A patient termination letter is a type of document that medical institutions, clinics, and health insurance companies use to inform a patient about the termination of either his benefits or a patient-provider relationship. The letter will allow the patient to know the details of the termination and what steps or actions he must take in lieu of it.

Patient Termination Letter Sample

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Types of Patient Termination Letters

Below are the types of patient termination letters which address and delivers different termination-related concerns, subjects, and information to the patient:

Insurance Patient Termination Letter – This form is intended to be used by physicians who would want to inform their insured patients that the insurance plan of the affiliated insurance company is changing its composition, and therefore affecting the services and advantages that the patient can acquire from the physician. In the letter, the name of the patient will be stated along with the name of his advantage plan, the name of his insurance company, and the insurance termination date. The date of the patient’s first consultation with the physician will also have to be indicated in the form as well as the list of insurance companies and plans that the physician will be participating in, the contact information of the physician, and the name and signature of the physician.

Insurance Patient Termination Letter

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Patient-Physician Relationship Termination Letter – Compared to the aforementioned type of letter, this document states the number of days left prior to the actual date of the termination that the physician or the sender of the letter will no longer be serving the patient’s medical needs. The letter will also inform the patient about the suggestions of the physician with regards to searching for another physician who will be the replacement and will take care of the patient. Moreover, the physician’s requirement in disclosing and sending the patient’s medical records to the new physician.

Patient-Physician Relationship Termination Letter

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Patient-Veterinarian Relationship Termination Letter – Veterinarians who will no longer be treating the animals or pets of a client will need to use a patient-veterinarian relationship termination letter. Unlike the other letters, this termination letter does not state the reason as to why there is a need for termination. However, it includes the recommendation of the veterinarian to be considered by the patient such as locating other vets using online websites.

Patient-Veterinarian Relationship Termination Letter

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Patient Insurance Letter FAQs

When do you use a patient termination letter?

There are many situations and events when a patient termination letter will be necessary for a physician or an insurance company such as when a patient is not cooperating to the medical examination or treatments needed for addressing a medical condition or when a patient has filed a lot of insurance claims in a year.

Can a patient respond with an appeal to the patient termination letter that he received?

Yes, a patient can send an appeal letter as a response to the termination letter. However, he must know the requirements that he should be able to meet such as the time-frame in which he can send the appeal and the details that he must include in his appeals such as his justification or reasons.

After a patient termination letter is received by the patient from his doctor or physician, can the physician immediately stop treating or serving the patient?

No. There are protocols that the physician will have to follow, especially even after the termination letter is sent and received. One of the required protocol is to continue for a specific number of weeks or days with all the treatments and examinations that a patient with a severe medical condition needs or up until the patient finds a replacement.

Patient Care Withdrawal Termination Letter

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What’s in a patient termination letter?

Patient termination letters have the same elements to a formal letter. The first part of the letter would be the heading where the return address or the address of the sender will be indicated. This is then followed by the date when the termination letter was sent to the patient, which must be stated below the return address. Then, the inside address will be the next content which is the address of the patient or the receiver of the letter. The part of patient termination letters would be the salutation for the patient, the body or the explanations and details of the termination, the closing remarks, the signature block, and the name of the sender or the physician.

Why are patient termination letters important?

Patient termination letters are important for one main reason; to effectively communicate with the patient about the termination that he will be facing. Without the letter, the termination will be deemed invalid since verbal notice is not acceptable and legal.

Provider Initiated Patient Termination Letter

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Patient Termination Letter Tips

When making or using patient termination letters or templates, the physician or the assigned document-preparer should keep the following tips in mind:

  • Elaborate the reasons: Patients need to know every necessary detail as to why they are terminated. If there is more than one reason for the termination, then listing the reasons using bullets and numbers can be beneficial for laying out the individual causes of the patient termination.
  • State facts and sources: If the patient is to be terminated from his insurance coverage or policy, then the document-preparer must indicate the policy article number where the termination was based on allowing the patient to verify the reasons or claims defined in the letter.
  • Include instructions: The instructions should guide the patient throughout the procedures he must fulfill, either to appeal to the termination or to accept and process the documents he will have to submit to satisfy the termination.

Lastly, after the letter is written, finalized, and signed, a duplicate should b made. The duplicate will allow both parties to have a copy of the termination letter for their references as well as for addressing disputes and claims in the future.

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