Draft saves in this browser on this device only.

Doctor Transition Checklist

When your long-time doctor retires, moves, or closes their practice

This is a private, browser-only tool. Nothing you enter is saved to our servers or sent anywhere. Your draft is stored only in this browser on this device so you can come back later. Use it as many times as you like. Prefer to fill it out by hand? Click "Print blank" for a clean version you can write on.

Planning note: this checklist is for non-urgent transition organization. Use it for routine coordination and bring it to your next non-urgent provider visit.

1 Your information

Your name

Date of birth

Insurance / Medicare ID

Preferred pharmacy

2 Retiring / departing provider

Information about the doctor who is leaving. Get this documented before the office closes or transitions.

Doctor's name

Practice / health system

Office phone (records dept if known)

Last day of practice (if known)

Patient portal URL (if you have it)

3 Before the practice closes

Complete these while the office is still reachable.

Request your complete medical record Not just a portal export. Ask for the full record including clinical notes, lab results, imaging reports, and specialist correspondence. Ask about their preferred method (portal download, mail, fax to new provider).

Export what you can from the patient portal Download visit summaries, lab results, medication lists, and immunization records now. Portals may close or become read-only after the practice transitions.

Ask for a provider recommendation The retiring doctor (or their office) often has referrals for replacement PCPs. Ask if patients are being assigned to someone or if you need to find your own.

Document your current medications Full list with dosages, prescribing provider, and pharmacy. Don't rely on memory — get the current list from the practice or portal.

Confirm prescription refill continuity Ask who will handle refills during the transition. Some practices provide a 90-day bridge prescription; others don't. Make sure you won't run out of critical medications.

Ask where records will be stored after closing Practices are required to maintain records for a period after closure. Find out who the custodian will be (another practice, a records storage company) and how to reach them.

Notes (anything else to track before closure)

4 Your other providers and specialists

List the specialists and providers you're currently seeing. Your new PCP will need to know who's involved in your care — and some referrals may need to be re-issued.

Provider / specialty	Practice name	Phone	Referral status

5 New provider information

Once you've selected a new primary care provider, document the details here.

New doctor's name

Practice / health system

Office phone

First appointment date

Patient portal URL

6 Transition checklist

Track these steps once you've identified your new provider.

Submit records transfer request Most new providers need records sent directly from the old office. Ask the new office for their preferred method (fax, electronic, mail) and submit a signed release form to the old practice.

Confirm records were received Follow up with the new provider's office to verify they received the records before your first appointment. Don't assume it happened.

Set up new patient portal Create your account, verify access, and check that basic information (medications, allergies, insurance) is correct.

Connect pharmacy to new provider Make sure the new provider's office has your pharmacy on file and can send electronic prescriptions.

Re-establish specialist referrals (if needed) Ask your new PCP to issue fresh referrals for specialists you're actively seeing. Check whether insurance requires updated referrals from the new PCP.

Prepare a summary for your first visit Bring a one-page summary: current conditions, medications and dosages, allergies, recent procedures, active follow-ups, and key questions. If you have an Averyn Record Vault, bring the Baseline Snapshot.

Update emergency contacts and advance directives The new practice needs your emergency contacts, any POA documents, and advance directives on file.

7 Questions for your first appointment

Write down anything you want to discuss with the new doctor. Bringing a written list reduces the chance of forgetting something important.

Your questions and concerns

QR code — learn more about this transition

Need help with this transition? Scan to read our full guide on navigating a doctor retirement — and learn how Averyn Care can handle the records transfer, referrals, and follow-up for you.

averyncare.com/topics/doctor-retirement-transition

Doctor Transition Checklist

1 Your information

2 Retiring / departing provider

3 Before the practice closes

4 Your other providers and specialists

5 New provider information

6 Transition checklist

7 Questions for your first appointment

Want someone to handle this for you?