Navigating Healthcare Handoffs: Understanding the Sample Letter Of Transfer Of Patient Care

Subject: Patient Transfer – [Patient Name] – [Date of Birth]

Dear Dr. [New Physician’s Last Name],

This email is to formally transfer the care of our patient, [Patient Name], DOB: [Date of Birth], to your practice. [Patient Name] has been under our care for [Duration] and is now transitioning to your practice for ongoing primary care.

Below is a summary of [Patient Name]’s relevant medical history and current care needs:

• Medical History: [Briefly describe significant medical conditions, e.g., Hypertension, Diabetes].
• Current Medications: [List all medications, dosages, and frequency].
• Allergies: [List any known allergies].
• Recent Procedures: [List any recent procedures].
• Outstanding Recommendations: [List any outstanding recommendations, such as follow-up appointments or referrals].

We have attached [Patient Name]’s complete medical record for your review. Please do not hesitate to contact us if you have any questions or require further information.

Our contact information is:

• Phone: [Phone Number]
• Fax: [Fax Number]
• Email: [Email Address]

Thank you for your time and attention to this matter.

Sincerely,

[Your Name/Practice Name]

Subject: Discharge Summary – [Patient Name] – [Medical Record Number]

Dear [Home Health Agency Contact Person or Department],

This email provides a summary of the discharge plan for [Patient Name], Medical Record Number: [Medical Record Number], who was admitted to [Hospital Name] on [Date of Admission] and discharged on [Date of Discharge].

Key information about [Patient Name]’s hospitalization and aftercare plan is as follows:

• Diagnosis: [Primary Diagnosis].
• Procedures: [List procedures performed during hospitalization].
• Medications: [List all medications prescribed, dosages, and administration instructions – including the method of administration if applicable, such as via an IV].
• Wound Care: [Detailed instructions for wound care, if applicable].
• Dietary Restrictions: [Specific dietary guidelines].
• Activity Level: [Recommended activity level and any restrictions].
• Follow-up Appointments: [Upcoming appointments with specialists or primary care physician].
• Home Health Orders: [Specific orders for home health services, such as skilled nursing or physical therapy].

A complete discharge summary, including all medical records, is attached to this email. Please contact us at [Phone Number] if you require any additional details.

Thank you for your support in [Patient Name]’s recovery.

Sincerely,

[Discharge Nurse/Hospital Name]

Subject: Referral for [Patient Name] – [Reason for Referral]

Dear Dr. [Specialist’s Last Name],

I am writing to refer my patient, [Patient Name], DOB: [Date of Birth], for evaluation of [Reason for Referral – e.g., persistent chest pain, suspected skin lesion].

[Patient Name] is currently experiencing [Describe patient’s symptoms and their duration]. I have reviewed [Patient Name]’s medical history, which includes [Summarize relevant medical history]. I have [Performed certain tests and their results]. I have already taken the following action [List treatments or medications already tried].

I believe a consultation with you is necessary to further assess [Patient Name]’s condition and determine the best course of action. Please find attached [Patient Name]’s medical records, including recent lab results and imaging studies.

Please keep me informed of your findings and recommendations. My contact information is as follows:

• Phone: [Phone Number]
• Fax: [Fax Number]
• Email: [Email Address]

Thank you for your time and expertise.

Sincerely,

[Referring Physician’s Name/Practice Name]

Subject: Patient Transfer – [Patient Name] – [Medical Record Number] – ER to Inpatient

Dear [Inpatient Unit Nurse/Charge Nurse],

This email is to inform you of the transfer of [Patient Name], Medical Record Number: [Medical Record Number], from the Emergency Department to your unit. [Patient Name] presents with [Briefly describe the patient’s chief complaint and reason for admission].

The patient’s vital signs are currently [list vital signs, e.g., BP, HR, temp, SpO2]. They have been given [List any medications administered in the ER].

Key information includes:

• Diagnosis: [Provisional diagnosis].
• Allergies: [List allergies].
• Medications: [List medications the patient is currently taking].
• Pertinent Medical History: [Briefly mention relevant medical history].
• Outstanding tasks: [List any outstanding tasks, such as the need for a repeat chest x-ray].

The patient is [Describe patient’s condition, e.g., stable, in distress]. Please expect the patient to arrive in approximately [Time]. The complete medical record is accessible in [Electronic Medical Record System].

Please contact the Emergency Department at [Phone Number] if you have any questions.

Thank you for your assistance.

Sincerely,

[ER Physician/Nurse]

Subject: Patient Transfer – [Patient Name] – [Medical Record Number] – ICU to General Ward

Dear [Ward Nurse/Charge Nurse],

This letter is to inform you of the transfer of [Patient Name], Medical Record Number: [Medical Record Number], from the Intensive Care Unit (ICU) to your ward. [Patient Name] has been in the ICU for [Number] days and is now stable enough for transfer.

Here is a summary of [Patient Name]’s condition and current needs:

• Primary Diagnosis: [Patient’s primary medical issue].
• Current Status: [Brief description of the patient’s current stability].
• Medications: [List all current medications, including dosages and administration details].
• IV Fluids: [If applicable, state the type and rate of IV fluids].
• Diet: [State the current diet restrictions or requirements, e.g., regular diet, diabetic diet, NPO].
• Activity Level: [State the patient’s allowed activity level].
• Special Instructions: [List any special instructions, such as wound care, oxygen therapy requirements, or monitoring needs].

A comprehensive medical record is accessible in [Electronic Medical Record System]. Please call [Phone Number] if you have any questions.

Sincerely,

[ICU Nurse/Physician]

Subject: Patient Transfer – [Patient Name] – [Medical Record Number] – Discharge to Skilled Nursing Facility

Dear [SNF Admission Coordinator/Nurse],

This email is to facilitate the transfer of [Patient Name], Medical Record Number: [Medical Record Number], to your facility for continued care following discharge from [Hospital Name]. [Patient Name] has been hospitalized for [Duration] due to [Reason for hospitalization].

Here’s an overview of [Patient Name]’s medical condition and needs:

• Reason for Admission: [Provide the reason for admission].
• Discharge Diagnosis: [Primary and secondary diagnoses].
• Current Medications: [List medications, dosages, and administration schedule].
• Diet: [Any dietary requirements or restrictions].
• Activity Level: [Any physical restrictions or recommended activity].
• Therapies: [Details of any therapies needed, such as physical or occupational therapy].
• Wound Care: [Instructions for wound care, if applicable].
• Follow-up Appointments: [List of upcoming appointments].

The complete medical record, including the discharge summary, is being sent separately. Please let us know if you have any questions. Our contact number is [Phone Number] or email [Email Address].

We appreciate your care and expertise in providing ongoing support for [Patient Name].

Sincerely,

[Discharge Planner/Hospital Name]