Guidance and Resources
How to notify employees of closing or selling a practice - The Texas Medical Association (TMA) provides advice on how and when that will benefit both your employees and your practice.
Checklist for Retirement or Sale of Practice - TMA checklist on notifying the Texas Medical Board (TMB), DEA, Medicare, Medicaid, and more. Also, the Texas Medical Liability Trust (TMLT) recommends notifying your liability insurance provider's underwriting department of your change in status, all contracted entities, and hospitals where you have privileges.
Closing or Selling Your Medical Practice (TMA publication) - Legal and financial considerations for retirement, closing or selling your practice, or to make arrangements for your practice's sale or continuity in the event of your disability or death.
Sample Letters for Notifying Patients
TMA has a sample 'discontinuing practice' letter and a clause for transfer-custody of records in practice change sample forms.
TMLT also has some sample closing/retiring letters.
In the letter, be sure to include information on how patients may request and obtain a copy of their medical records even after the practice has closed.
Medical Records - Management/Storage Resources and Info
Records Management, Storage and Retrieval Resources in the Houston area. (This list is provided for reference only; not an endorsement of any of these companies.)
Also, see our Buyers Guide for records management resources.
For more information, including retention requirements, refer to our Medical Records page.
Selling Your Practice?
If so, HCMS can help you reach thousands of potential physician buyers in the Houston area by placing an advertisement in the Physician Newsletter.
Leaving a Group Practice?
For information and responsibilities when a physician departs from a group practice, see our Leaving a Group Practice page.
Membership Options for Retired Physicians
If you will be retiring from practice, you may wish to talk with the HCMS Membership Department at 713-524-4267 to discuss options for continuing your HCMS/TMA membership.
If Something Happened to You...
What would happen if you suffered an extended illness? Three steps that could save your practice's life (TMA)
What if you have a serious accident or illness and are unable to work? Who will run your practice if you can't? (TMA)
Physicians Practice Articles
Selling your medical practice: 4 steps to take first
Questions to ask before selling your practice to a hospital
American Medical Association (AMA) Resources
AMA Code of Medical Ethics - Privacy, Confidentiality and Medical Records, Opinion 3.3.1 Management of Medical Records
AMA article - Tax basics for retirement that physicians often overlook.
Texas Medical Board (TMB) Rules, Notifications, and Licensure Options
TMB Rule 163.4 Physician Responsibilities when Leaving a Practice explains a physician's responsibilities to his patients when retiring, ending employment or leaving a medical practice. The physician is also responsible for notifying the Texas Medical Board of change in status. Section (e) below discusses the responsibilities of the medical practice when a physician is leaving the group.
(a) Upon retirement, termination of employment, or leaving a medical practice, a physician must provide patients reasonable notice to obtain copies of their records or arrange for the transfer of their medical records by:
(1) letter or email to each patient seen in the last two years by the departing physician; and
(2) posting a notice in a conspicuous location in the physician's/practice office and on the practice website at least 30 days prior to the termination, leaving, or sale or relocation of practice.
(b) The notice must include:
(1) the date of the termination, retirement, or departure;
(2) instructions as to how patients may obtain or transfer their medical records;
(3) the name and location of new practice, if any; and
(4) the name of another licensed physician, practice, or custodian if ownership of records is changing.
(c) If the physician's license is surrendered or revoked, the notice must be provided immediately in accordance with this section.
(d) The following physicians are exempt from providing notice to patients:
(1) a locum tenens physician at a practice location for less than six months;
(2) a physician who only treated the patient in the following settings:
(A) a hospital, as defined under §157.051(6) of the Act;
(B) an emergency room;
(C) a birthing center; or
(D) an ambulatory surgery center; or
(3) a physician who only provided the following service:
(A) anesthesia;
(B) radiology; or
(C) pathology.
(e) Responsibilities of Practice
(1) A physician, physician group, or practice must provide a list of patients seen by the departing physician in the last two years for the purposes of providing notice to patients.
(2) A departing physician's group or practice is not required to provide the requisite notice to patients.
(3) If the departing physician's group or practice agrees to provide the requisite notices to patients, they must do so in accordance with this section.
(4) No physician remaining at the group or practice may prevent or interfere with the departing physician's duties to provide notices described by this section.
For TMB medical record retention requirements and exceptions, please refer to our Medical Records page.
Note: As HCMS frequently receives calls from former patients who are looking for their medical records, please also notify our office so we may advise these patients who/where to contact to request a copy of their medical records. Call 713-524-4267, ext. 219, or send a letter to: Harris County Medical Society, John P. McGovern Building, 1515 Hermann Dr, Houston, TX 77004-7126.
Licensure - Retirement Options
The Texas Medical Board provides licensure
retirement options. A physician may request one of these "retired status" options or may decide to retain a
full medical license. "Retired status" exempts physicians from the registration process, registration fee, and CME requirements.