If you’re preparing to shut down your clinic, moving on, or retiring, having a closing a medical practice checklist is absolutely essential. Closing a medical practice isn’t just about turning off the lights — you must think carefully about patient records, continuity of care, legal requirements, and communications. At Clary Document Management, we’re here to guide you every step of the way.
Why You Need a Solid Closing Procedures Checklist for a Medical Practice
When a practice closes, protecting sensitive patient records is critical. A robust closing procedures checklist for a medical practice ensures nothing slips through the cracks. You need a plan for:
- Notifying patients
- Transferring custody of medical records
- Managing storage or digitization
- Securing records until the retention schedule ends
- Eventually destroying them in compliance with law
Clary Document Management serves as your long-term medical record custodian, securing files and ensuring compliance at every stage.
If you’d like help immediately, visit Contact Us.
Step-by-Step: Your Closing a Medical Practice Checklist
1. Notify Patients Properly
You’ll need a clearly written closing a medical practice letter to patients. A professional sample letter closing medical practice can help guide what to include and how to communicate the transition.
2. Appoint a Custodian of Records
By law, patient medical records must remain accessible even after closure. Clary provides HIPAA-compliant records storage and full Release of Information support.
Learn more about who we are at About Us.
3. Inventory and Transfer Your Records
Clary manages the full transition: boxing, transportation, cataloging, and secure storage of paper and digital files.
4. Digitize Your Medical Charts (Optional)
If you want to convert charts into digital files, we offer secure HIPAA-compliant scanning.
See details on our Medical Records Scanning page.
5. Manage Release of Information (ROI)
Even after you close your doors, patients may request their records. Clary handles ROI request processing so you don’t have to.
View our service: ROI Processing.
6. Retain Records Legally
Every state has different requirements on how long medical records must remain accessible. Clary ensures compliance with retention laws and safe long-term storage.
7. Secure Destruction When Retention Ends
Once retention periods expire, we handle compliant destruction. Our facilities support full HIPAA-compliant shredding.
If you want to learn about all our services, visit Our Services.
Considering Selling Instead of Closing?
If you’re exploring:
- how to sell a medical practice
- how much can I sell my medical practice for
- who buys medical practices
— you still must ensure patient medical records remain secure and accessible after the transition.
Clary Document Management handles your inactive charts so you can sell or transfer ownership without administrative headaches.
Communicating the Closure
Writing the letter to patients closing practice is one of the most important steps. A successful communication includes:
- Your closing date
- How patients access their medical records
- How to request copies
- How long records will be stored
- Who the custodian is (Clary)
Our team can assist you in drafting the notice and setting up a smooth transition process.
Why Clary Is the Best Partner for Closing a Medical Practice
Clary specializes in:
- HIPAA-compliant medical records storage
- Chart retrieval & ROI processing
- Digital scanning & conversion
- Secure medical record destruction
- Office pickup, boxing, and transportation
We’re trusted nationwide by medical practices, physicians, and legal teams because we simplify compliance during major transitions like closing or selling a practice.
Don’t Forget Related Administrative Checklists
During the process, many providers also reference:
- opening and closing checklist for medical office
- medical practice startup checklist
- checklist for starting a new medical practice pdf
Even though you’re shutting down, these tools help ensure nothing administrative is overlooked.
Final Thoughts
Closing a medical practice is a major milestone, and it requires handling sensitive tasks with precision, confidentiality, and legal compliance. Whether you’re retiring, moving, or selling your practice, Clary Document Management ensures your medical records remain protected and fully accessible.
From scanning, storage, ROI, and destruction, to helping with the initial closure checklist, Clary is your trusted partner.