Closure of Practice
Preamble
The College expects registrants to take reasonable measures to reduce the impact of closure of or leave from their practice on the continuity of care for patients.
Definitions
Closure of Practice: the cessation of practice in a location where the registrant has no intention of reopening (e.g., retirement, moving a significant distance [one where patients would not reasonably be expected to follow the physician], a change in scope of practice, or decreasing the volume of practice to the point that requires a reduction of the number of patients).
Leave from Practice: the temporary closure of a registrant’s practice for a period of three months or longer (e.g., sabbatical leave, parental leave, educational leave, medical leave, or disciplinary action).
Policy
Registrants must take reasonable measures to reduce the impact of a planned closure of or leave from practice on the continuity of care for patients. Such measures, as further detailed in this Policy, include:
- Notifying patients
- Notifying the College
- Notifying Health PEI and colleagues
- Arranging for storage and access to medical records
- Reviewing laboratory results and diagnostic imaging reports
- Issuing prescriptions
Exception
In situations where a registrant is unexpectedly absent from practice due to circumstances beyond their control (e.g., sudden illness), the registrant should, to the best of their ability and as soon as it is practical to do so, take steps to comply with this Policy.
Notifying Patients
The College expects a registrant to notify patients of a planned closure of practice or leave from practice.
When the nature of a registrant’s practice or the care being provided (e.g., emergency room physician) holds no expectation of an ongoing registrant-patient relationship, there is no requirement to notify patients of an intended closure or leave from practice.
Notice Period
A registrant should provide patients with a minimum of 90 days’ notice of a planned closure of practice or leave from practice.
The notice may be shortened when a successor takes over the practice at the time of the registrant’s departure (or shortly thereafter) or during the registrant’s leave from practice.
Method of Notification
Possible methods a registrant may notify a patient include:
- During a clinic visit;
- Letter to the patient;
- Telephone call to the patient; or
- Email to the patient.
In addition, signage should be placed in the registrant’s office, notifying patients of the closure or leave from practice. Registrants may post notices on their professional social media accounts as a supplemental form of notification.
Details of Notification
The notification should include the following information:
- Date of the registrant’s planned closure of practice or leave from practice;
- Name of the successor who will assume responsibility for the practice (if applicable);
- Details on how patients can obtain a copy of their records in advance of the practice closure or leave from practice;
- The location where patient records will be stored following closure of practice or leave from practice (if known at the time of providing the notification); and
- The plan for continuity of care for patients (if any), including follow-up on diagnostic tests and referrals for consultation.
Notifying the College
When a registrant contemplates closing or taking leave from practice, they must notify the College in advance of the closure.
Notifying Health PEI and Colleagues
Registrants should provide notification of a closure of or leave from practice to Health PEI. If a successor will be assuming the care of a registrant’s practice, the departing registrant should communicate the name and contact information of the successor to ensure the forwarding of laboratory results and diagnostic imaging reports.
Where possible, the College also recommends that a registrant provide notice to colleagues who also provide care to the patients (e.g., referring physicians). This may include transferring the patient’s care back to the referring health professional.
Arranging Storage for and Access to Medical Records
The College expects a registrant who closes or takes a leave from practice to arrange for the appropriate storage or transfer of patient records in accordance with the Personal Health Information Act and the College’s Policy on Medical Records Management.
Registrants who transfer patient records to another registrant or a medical records storage provider are expected to provide patients with the information necessary to access a copy of their medical records in advance of and following the closure of practice.
The College’s expectations around charging for the transfer or copying of medical records are set out in the Policy on Charging for Uninsured Services. Registrants should inform the patient of any fee to be charged before providing the uninsured service.
Reviewing Laboratory Results and Diagnostic Imaging Reports
In the period following the notice of closure of or leave from practice, a registrant should communicate the intended plan for reviewing laboratory results and diagnostic imaging reports to patients when they are provided with requisitions.
When possible, the College recommends that registrants make arrangements with another qualified healthcare provider to communicate the results of laboratory tests diagnostic imaging reports which are received following a closure or leave from practice. In circumstances where it is not possible to make such an arrangement, registrants should advise their patient that they will need to follow-up with another healthcare provider to obtain laboratory results and diagnostic imaging reports completed after the registrant’s closure of or leave from practice.
Issuing Prescriptions
Physicians are expected to use their clinical judgement to determine whether any prescriptions should be issued beyond the closure of their practice and document accordingly.
Planning for Unexpected Closures
Registrants should proactively plan for an unexpected closure of their practice. This could include, for example, identifying a designate (e.g., office administrator, colleague) who can provide notification of the practice closure to the College and arrange for the storage of medical records.
Document History
Approval Date: October 9, 2025