Protocol When Changing Pediatricians?

We switched pediatricians when my daughter was about 2. I just called them up and asked that my daughter's records be transferred to the new doctor I think that I just had to send them something in writing and pay a small "administrative fee" and they sent her records directly to my new pediatrician. It was easy. Good luck!

I did this when my daughter was 6 mo old because I was unhappy with how tv Dr treated me. The new office had us request the medical files be transferred. I just told the receptionist I needed copies of my daughter's file for a new doctor. They didn't ask any questions and I sent my husband to pick them up. :) I think doctors are used to people coming and going. I felt bad but they prob didn't care. Just remember it's more important you have a pediatrician you can be comfortable with for 18 yes-

Jen -

Great responses from everyone - and I'll give you the other "perspective" as I've managed medical practices for years.

If you are changing because you have to - but really liked (loved) the practice/physician etc....it's nice to receive a card or note from a patient explaining why they have left and other positive feedback. You may not think that a physician will notice if you leave - but if you are one of the families that they have a good rapport with - they will miss you. On the other hand - if you liked the physician but had issues with the practice; staff etc....it is really beneficial to the manager/physician - to receive that info as well. They may not realize there are problems or that you had a concern - if you didn't let them know. If you didn't like the physician - just request your records and move on.

As far as your records go - it is a law that all requests for records are made in writing and signed by the parent of legal guardian - unless the patient is over 18 - then they must sign for themselves. You can go 2 ways with the request -

1) have them sent directly to the new physicians office. Sometimes the old practice will send them without charging you - as professional courtesy but by law - they are allowed to charge for the records.

2) request that they be sent to you - and you will bring them to the new practice - as each child needs to be seen. If you do this - make sure that you make an additional copy of each child's record - and keep it for yourself. Believe me when I tell you - it is possible for them to get lost - and it never hurts - to have them at hand. Also- don't take them all in at once - if only 1 child is being seen. Most practices will not make up a chart until a patient is actually being seen due to the cost of each chart, etc...therefore - they may keep them in a "new patient - unseen" file or folder - and again - they can get lost or they may purge them out and destroy them after a certain length of time - if the patient isn't seen.

Usually a practice will charge a patient for the records if they are going to the patient directly. However if you can afford it - then it is well worth the cost of having your own copy. If you had issues with the practice and were unhappy - then you may want to speak with the physician or manager directly - let them know why you are leaving and request that they waive the fees for sending the records on. It's been done as a way of trying to satisfy the patient. Also - most practices will tell you that it can take several weeks to get those copies - so plan ahead to get them. If you need something urgently - like immunization records - they may give that separately to you sooner.

Good luck -
P.

Hi Jen
When I left Lakeview Pediatrics They knew I was leaving, however I asked to pick-up my records and it took a week for them to get them together and they usually charge for them so don't be surprised. I would pick them up yourself this way you know you have them.

Good luck with your new practice!
V.

You send a letter to your old pediatrician asking them to fax or mail a copy of the medical records to your new pediatrician. There is usually a charge for photocopying. Do this a few weeks in advance of a visit to the new pediatrician. or you can ask for a copy for yourself and then photocopy a set for your new doctor and keep a copy for yourself.

I have always had to fill out a form to have records copied and sent to me. I then make a copy and give the new office the records. Don't be surprised if they charge you for the records. I know they are your records, but according to Illinois law they can charge you something like 50 cents per page up to $50 for the records.

I just recently switched pediatricians and I did tell my physician. My circumstances may be different....my kids as well as myself just loved our pediatrician and were with him for many years, but because of a move to the suburbs and a change in health care provider it was necessary to make the switch. We talked openly about it and then I requested the records be forwarded to our new pediatrician.
I think it is helpful for them to know why (good or bad) why you are leaving. Hope this helps! Good Luck

We had to change pediatricians because our family needed better hours. We loved the pediatrician but, as very busy working parents, we needed hours that were better than every other Saturday, closed on Friday, etc. Because we had a great relationship with her, I told her in person and wrote her a very nice thank you letter explaining exactly why we were switching. She totally understood and appreciated our honesty.

When we found the new pediatrician, they gave us a form to take to the old pediatrician that released the medical records to them. Your current pediatrician will most likely have a 'records fee' for doing this. This fee is fairly standard and it is likely that when you first signed on with the pediatrician that, by signing, you agreed to this fee. Additionally, when you do the switch, ask them if there is any paperwork you can pick up ahead of time to fill out prior to a first appointment. Likely they will want a general medical history for each kid, information about emergency contacts, information about your insurance, and HIPAA paperwork. Trust me, it's nice to get that ahead of time and have it filled out in order to just hand it over at the first appointment.

Good luck with the switch!

Jen,

I don't know if anyone has mentioned this, but when you fill out the forms (at your old ped's office) to have your children's records sent to the new office (yes, they will need something in writing), you may have to pay a fee if you want the records sent directly to you. Some practices will send records to another practice for free, but my charge a fee if you want the records yourself.

Best of luck with the switch!
R.

When you are for your child's records they will ask you what you need them for at that point you can inform them of the change. You could also send them a letter but you will still need to return to their office to pick the records up. Some doctors may charge for copies others will not. I think that will depend if the practice is a big corporation or a small private practice. I know that if you want a copy of your child's shot records from a county clinic it costs you $4.00 for just one page.

When I had to do this, I had to go fill out a form with my signature requesting they either send a copy of the record or let me pick them up. I always picked up and brought them to the new place so I could make my own copy for my own records, too. Most places don't do it on the spot--they take a few days to a week to process your request. There is normally a 10-20 dollar fee also.

I think I've switched 4 times now. I won't pay for a doc. who is "ok" and certainly not one I don't like. Truthfully, they will never know you left. If you request a copy fo records they can legally charge you and take time to copy and colate. FI you go to your new doc. they will ahve a release and they will fax it and your old doc will have to send them the records and not charge.

Hi, I also switched Pediatricians when my daughter was small (probably 6 months or so). I just called them and told them that I would be switching, and that I needed all of her files sent over. They would not do that, but said that I could pick them up (for a fee) - I think it was $15-25 to make the copies. (**They will NOT give you the copies to make them yourself**) Obviously! I actually did not like the Pediatrician which is why I switched. They did ask me, and I told them outright - I just didn't like her and had a difference of opinion! So I switched, and now I think my kids have a great Pediatrician!
The best of luck to you!

Hi Jen,

I just called the office and told them I had to change, and asked them to mail me the children's records. They wouldn't send them to the new dr. I then took the records with me to the first appointment. They will probably ask why you're leaving. For me, it was a change with our insurance carrier.

Hi Jen. I don't know how young your kids are, but I thought I would mention just in case: Be sure to compare each practice's immunization schedules closely to ensure your child does not get a double-dose or miss something. The American Academy of Pediatrics allows a couple months window for some of the vaccinations, so not every practice is exactly the same. A friend of mine had to switch Pediatricians (due to change in insurance) and her daughter ended-up getting a second dose of something. No harm done and her daughter was absolutely fine...but it definitely caused some anxiety for my friend.

We left our first pediatrician group because of PPO rules, so there were no hard feelings. We just had to find someone new in order to receive full benefits. So, in that case, I just sent a letter to the medical records dept. of that hospital (it was hospital based) to request copies of both kid' medical records. I believe the cost was $25 per child. Then, I made a copy for the new doc office and brought along the records to our first visit. I would not expect that a new office would go through that trouble for a new patient. Perhaps, they would request a copy of the vaccines, but I doubt they would pay to have the records transferred. They would probably require you to fill out a nice, long form detailing your kids' past medical histories instead!

I think it would be a courtesy to the old office to let them know that you are leaving, unless you are leaving because you have been treated poorly, of course! Then, I would not expect that you have to say or do anything to let them know.

Jen, I switched pediatricians late last year before the birth of my second child. The new office gave me a form to send over to the old office and that was that.
I did not have a bad relationship with our pediatrician, I just had some philosophocal differences and wanted to move. I suppose I should have sent a letter, but I was in the midst of all the other stuff with my 2 year old and getting ready for the new baby, etc., so I didn't. Perhaps I will send one now, belatedly.