Close out a patient's transfer of care with nothing left open

The situation

An active patient keeps their chart in view with visits, messages and Tasks. A patient who is leaving, whether moving, switching providers or ending the relationship, stops generating any of that. Whatever was in progress goes dark with them.

So offboarding gets left half-finished. Records that should have gone out sit unsent. A pending referral or a lab awaiting review stays open on a chart nobody opens. A membership the patient said they were ending bills one more cycle. And nothing records what was done if a question comes up later.

Steps

1. Start the same checklist for every departure Create a task template for transfers of care in Task Settings, under Templates, with checklist items for the records request, open clinical items and billing. When a patient says they are leaving, create a Task from it, confirm Patient and choose one owner in Assigned to.
2. Send records on the legal timeline Track the transfer records request as its own Task with its legal due date, the same way you track any records request. A patient leaving does not change the deadline, so do not let it drop behind requests someone is actively chasing.
3. Find every open item for the patient With Tasks open in the side panel, choose All active tasks from the dropdown beside the patient's name to see the open Tasks still linked to them, such as a pending referral or a lab awaiting review. Check the chart for anything else in progress, like a prior auth.
4. Resolve each open item on purpose For each one, complete it, summarize it for the new provider, or record a decision to close it unresolved with the patient informed. Write which one in Comments before you check the item off.
5. Confirm the billing stop For a member, check in your billing platform that the membership actually stopped as the agreement specifies, and note it in Comments. A stop that was only agreed to out loud can still charge next month.
6. Close the Task only when every item is done Mark it Done once every checklist item is checked. The Task and its Comments then hold the record of what was sent and what was resolved.

The outcome

Every departure ends with records sent within the deadline, open clinical items resolved or handed off, billing confirmed stopped, and a clean answer if the patient or the new provider asks about it later. A patient's exit is handled as well as their time as an active member was.