Guide for Closing an Office What to do with patient records Sample notification letters Contractual agreement Other Resources

Notify DCMS in writing (PO Box 4680, Dallas, TX 75208 or email deanna@dallas-cms.org) of the date you will retire from practice. The DCMS Board of Directors will then nominate you to retired status. This nomination will be forwarded to the TMA and you will receive notification from TMA as well as DCMS as to your retired status. If you retire before April 1 and have paid dues for the past year, you will not have to pay dues for the current year. If you retire after April 1, the current year's dues will be required.

Retired members do not pay dues but have all the privileges of membership, except the right to vote, hold office, or serve as a delegate or alternate delegate to the TMA or AMA. If you are an AMA member, a portion of your AMA dues may be required, depending on your age. You will be billed directly by AMA.

Life membership is available to physicians who have been dues-paying members of organized medicine for 35 years, of which 25 years must have been dues paying years in TMA and its component county societies, and who are practicing less than 50 percent of the time. The rules are the same as those for retired membership.

What to do with patient records

Please inform DCMS of any additional information concerning where your patients' records will be stored. The information will be put in your file. Any information about who will be taking over your practice can be kept in your file to help patients who call the DCMS offices for information.

How long must I keep my medical records?

The Texas State Board of Medical Examiners has established the length of time patient records must be maintained.

Each licensed physician of the board shall maintain an adequate medial record documenting or memorializing the history, diagnosis, and treatment, for each patient.
A licensed physician shall maintain adequate medical records of a patient for a minimum of seven years from the anniversary date of the last treatment by the physician.

If a patient was younger than 18 years of age when last treated by the physician, the medical records of the patient shall be maintained by the physician until the patient reaches 21.

A physician may not destroy medical records that relate to any civil, criminal or administrative proceeding if the physician knows the proceeding has not been finally resolved.

Physicians shall retain medical records for such longer length of time than that imposed herein when mandated by other federal or state statute or regulation.

Texas State Legislature Senate Bill number 1607.

Sample notification letters

Notification to DCMS

Executive Officer
DCMS
PO Box 4680
Dallas TX 75208

Re: Retiring from Practice and Closing of Office of Dr. ___________

As of date of retirement, I am closing my office at office address and retiring from the private practice of medicine. Please nominate me to retired membership status. I wish to keep my medical license and my DEA license current, and have notified the agencies involved. I also have notified Medicare, my office healthcare insurance agencies, and my liability insurance carrier of my plans.

My records and X-rays will be turned over to name of physician taking over physician's practice.

I will continue to live at residence address.

Other Notifications

Texas Department of Public Safety
Narcotics Service, Controlled Substances Registration
PO Box 4087
Austin TX 78773

REG: number
LIC: Texas License Number

TO WHOM IT MAY CONCERN:

This letter is to notify you of the closing of name and office address. It is my desire to keep/not renew my license.

Please refer future correspondence to residence address after retirement date.
Sincerely,

Letter to Patients

Dear Patient:

As of date of retirement, I will retire from the practice of medicine. I have made arrangements with name of physician to have custody of all my patient records.
Name of physician will have all your records at his/her office and will be available for appointments and consultations to meet your health needs. If you have any questions concerning this transition, feel free to call name of physician.

If you do not wish to have your medical records remain with name of physician, you may call his office and arrange to have them sent to another physician of your choosing.

Contractual Agreement

Contractual Agreement Concerning Medical Records of Name of Retiring Physician

1. Name of physician taking over practice will retain custody of the records of name of physician retiring patients for a minimum of _____ years from the last date of patient contact. In the event that name of physician retiring's patients provide a written request, their records may be transferred to another physician within a reasonable period of time. A reasonable fee for duplicating the records may be charged.
   
   
2. In consideration for name of physician taking over practice services for serving as custodian of the medical records, as specified above, name of physician taking over practice understands that name of physician retiring will provide a list of his active patients with current addresses to name of physician taking over practice.
   
   
3. Name of physician taking over practice will provide medical services for name of physician retiring's patients in accordance with the same professional standards and business practices provided other patients at the medical office of name of physician taking over practice.
   
   
4. Unless specified by separate agreement, name of physician taking over practice will not have access to or provide to patients information concerning charges for services provided in name of physician retiring's office.
   
   
5. Name of physician taking over practice agrees to pay cost of appraisal of furniture and equipment in the office of name of physician retiring.

Other Resources

• Transitions: Legal Considerations in Selling or Closing a Medical Practice is available from TMA Library by calling 1-800-880-1300.
• A Physician's Guide to Gearing up for Retirement is available from the AMA by calling 1-800-262-3211.

 

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