How to customize a patient discharge letter

A patient discharge letter is an essential document in a medical practice, serving as the official communication when the professional relationship between healthcare providers and patients concludes. MGMA’s member-benefit template streamlines the process, ensuring consistency and professionalism while allowing for customization to address each patient’s unique circumstances and the specific needs of your practice. 

1. Create your standard template 

Develop a comprehensive discharge template that includes all necessary sections to guide both the healthcare provider and patient: an explanation for the discharge, instructions for medication refills or ongoing care and contact information. This template should be carefully crafted to cover legal and ethical considerations, ensuring that the practice's intentions are clear, and the patient is left with a clear understanding of the next steps. 

2. Customize the explanation for discharge 

The explanation for discharge is the most critical part of the letter. While the template may contain general language, it is important to customize this section to reflect the patient’s specific circumstances. Whether the discharge is due to non-compliance, a breakdown in the provider-patient relationship or the practice’s inability to meet the patient’s needs, the letter should clearly and respectfully convey the reason. Personalizing this explanation not only upholds professionalism but also demonstrates empathy, minimizing the risk of misunderstandings or negative feelings. 

3. Detail instructions for medication refills and ongoing care 

The template should include a section dedicated to guiding the patient on how to proceed with their care. This might involve providing a final prescription refill, offering advice on finding a new provider or outlining steps for managing ongoing conditions. Customization in this section is crucial. For example, if a patient is being discharged due to non-compliance, the letter might emphasize the importance of adherence to the prescribed treatment plan and suggest resources or alternative providers who can offer support. 

4. Include contact information and next steps 

Ensure that the template includes a section for contact information, allowing patients to reach out with questions or to request assistance in transferring their medical records to another provider. This section should be clear and straightforward, providing phone numbers, email addresses and detailed instructions on how to request medical records. Customizing this section with the most up-to-date contact details and preferred communication methods of your practice is vital for maintaining open lines of communication during the transition. 

5. Review and revise 

Before finalizing the discharge letter, carefully review the customized sections to ensure they are accurate, professional and empathetic. It may also be beneficial to have a colleague or legal advisor review the letter, particularly if the discharge involves sensitive or complex issues. 

6. Be prepared for follow-up 

Finally, while the letter formally concludes the provider-patient relationship, it is important to follow up, if necessary, to ensure that the patient has successfully transitioned to a new provider and that their medical records have been transferred appropriately. This follow-up not only reinforces the practice’s commitment to patient care but also helps avoid potential legal or ethical issues down the line. 

Conclusion 

Crafting a thoughtfully tailored patient discharge letter is crucial for facilitating a smooth transition for the patient and safeguarding the practice’s reputation. By using a template that allows for customization, healthcare providers can deliver clear, compassionate communication that supports both the patient and the practice.