Patient notice mailings
The notices go out. The patient list stays protected.
A physician is leaving, and the patients they've seen need a letter. Send us the wording. Your list comes to us by secure transfer, every notice is printed, addressed, and mailed, and you get the mailing statement for your records.
Sound familiar?
A required letter, a long list, and a short clock.
When a physician leaves, the notice has to reach the patients they've seen, and the list of who that is holds patient information. It can't be emailed around or handed to just any printer.
So it lands on someone in your office, who ends up merging addresses and stuffing envelopes on top of their real job, hoping nobody was missed.
What goes into a patient notice mailing
The notice
A physician leaving or retiring, a practice closing or moving, a new provider joining. Tell us which one and about how many patients.
Your patient list
It holds patient information, so it comes to us by secure transfer, never through the website form.
Send your approved wording, and our design team can lay it out. You approve a proof before anything is printed.
Every notice is printed, addressed, and delivered to the post office by one team.
Your mailing statement
When the mailing is delivered to the post office, you receive the mailing statement. It shows the date of mailing, the final quantity mailed, and the final postage.
The date
Tell us when the notices need to be in the mail. Rush options are available. Once a mailing is at the post office, delivery is out of our control.
The rule
What Ohio requires when a physician leaves
Under Ohio Revised Code section 4731.228, when a physician's employment with a health care entity ends, the entity sends a notice to each patient who received services from that physician in the two years before. The notice is due by the date the employment ends, or thirty days after the entity learns of it, whichever is later.
State Medical Board of Ohio rule 4731-27-03 says how the notice is sent. One of the two ways it allows is a letter by regular mail to the patient's last address on record, with the date of mailing documented. The same rule puts a similar duty on physicians who own a practice or work as independent contractors when they leave, sell, or retire.
What the notice has to include, at least
- 01That the physician will no longer be practicing there
- 02The physician's name and, if known, how patients can reach them. The statute allows an exception where patient safety is a concern.
- 03The date the physician stopped, or will stop, practicing there
- 04Contact information for another physician or group practice that can provide care
- 05Contact information for getting the patient's medical records
This is a plain summary as of October 2026, not legal advice. The law has exceptions, and your compliance team or attorney decides who gets the notice and what it says. We print and mail what you approve.
Questions
Questions about patient notice mailings
Don't see yours? Call 419.224.8747 and ask a person.
EXCELLENT4.9 from 58 Google reviews, rated 4.9 out of 5. Opens our Google Business profile in a new tabDo you mail physician departure letters?
Yes. Health systems including Blanchard Valley Health System and Lima Memorial Health System send their required patient notices through us. We print, address, and mail every letter.
What does Ohio require when a physician leaves a practice?
Ohio Revised Code section 4731.228 has the health care entity send a notice to each patient the physician saw in the two years before their employment ended. State Medical Board of Ohio rule 4731-27-03 covers how it is sent. Your compliance team or attorney has the final word on how it applies to you.
Read section 4731.228 (opens in a new tab)Does the notice have to be mailed?
Ohio's rule allows two ways: a letter by regular mail to the patient's last address on record, with the date of mailing documented, or a message through an electronic health record system that meets the rule's requirements. A letter also reaches patients who have never signed up for a portal.
Read rule 4731-27-03 (opens in a new tab)Which patient notices can you mail?
A physician leaving or retiring, a practice closing or moving, and a new provider joining. If your patients need to receive another kind of notice, tell us about it.
How do you keep our patient list secure?
Your mailing list includes patient information, so it comes to us by secure transfer, never through the website form. Tell us about the notice first, with the form or a phone call, and we'll set up the transfer with you.
Do we get proof the notices were mailed?
Yes. When the mailing is delivered to the post office, you receive the mailing statement. It shows the date of mailing, the final quantity mailed, and the final postage. Ohio's rule calls for the date of mailing to be documented.
Can you guarantee when patients receive the letter?
No. We'll work back from your date to get the mailing to the post office as early as we can. Once it's delivered to the post office, it's out of our control, so we can't promise the day a letter arrives.
Can you write or lay out the letter?
The wording should come from your team, since it's your notice. Our design team can lay it out, and you approve a proof before anything is printed.
See design servicesWe need the notices out quickly. Can you rush it?
Tell us the date they need to be in the mail when you first get in touch. Rush options are available, and you'll know before you approve anything whether your date works.
How is pricing handled?
It depends on the letter, how many patients it goes to, and the postage, which is why there's no price list on the site. Send the details and you'll get a price for your exact order before anything is made.
Do you work with practices outside Lima?
Yes. We're on Findlay Road in Lima and work with health systems and practices across northwest Ohio.
What else do you do for healthcare teams?
Staff apparel, forms for every building, company stores, and materials for foundation events.
See what healthcare teams orderAlso worth a look
Tell us what you're working on.
A rough idea is enough to start. You'll get a price for your exact order before anything is made.