Direct answer: Every patient learns which doctor sees them now and how to get their records, and we hand every letter to USPS for you. You upload the letter and the departing doctor's patient list, check the proof and the full price, and approve before anything prints.
Doctor leaving? Notify patients, skip the lines.
By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
What does a doctor leaving practice letter say?
This letter is often called a provider departure letter. It goes to the departing doctor's active patients while the practice stays open. It usually names the last day the doctor sees patients, the doctor who takes over their care or how to choose another one, and how to get or move their records. It can invite the patient to stay with the practice. Your licensing board or counsel decides what yours must include; we print what you approve.
How do we reach only that doctor's patients?
Run a report in your practice management system filtered on the departing doctor as the rendering provider, with a lookback window your office agrees on. Export it as a spreadsheet with names and mailing addresses, remove patients who have died or already moved their care, and upload it with the letter. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one.
When should the letter go out?
Once the departure date and the doctor taking over are settled, with enough lead time for patients to book a last visit or move their care. A second, shorter reminder can follow near the last clinic day. If two doctors leave in the same quarter, give each panel its own letter and its own job, so no patient gets the wrong name.
Is this different from a practice closing letter?
Yes. When a doctor leaves a group, the practice stays open and only one panel moves, so the letter names who takes over. When a solo practice closes, use Practice closing? Notify patients before the deadline. instead. Both sit on the medical office mailing hub.
How do you mail it with USMail.ai?
You upload. You approve. We produce. Upload the letter, add the panel list, check the proof, review the complete price and approve. We print, fold, envelope and hand every letter to USPS. From our own production floor: we print, envelope and hand each piece to USPS, and you see the proof and the full price before you approve. If plans change, you can unapprove an approved job before its mail date, and the money goes back on your meter balance, not your card.
For patients in active treatment, you can choose Certified Mail. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. You see the full price before you approve. We don't offer paper Return Receipt yet.
Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. USMail.ai is an AI print-to-mail platform, not USPS.
Who on staff can send it?
Anyone your office trusts to approve mail can send it. There's no printer to set up, no folding machine and no trip to the post office, so the letter doesn't wait for the one person who usually runs the mail. A front desk lead can upload the file and the list, and a practice administrator can review the proof and approve it. Every job shows the full price before approval, so the person approving knows exactly what the mailing costs. If the list changes after approval, unapprove the job before its mail date, fix the list and approve it again. Your patients get one clear letter, and your staff stays on patient care instead of the mail.
Should the letter name the doctor who takes over?
When the practice has settled who takes over, naming that doctor tells each patient exactly who sees them now, which is the question most patients have. If the patient can choose among several doctors, list them and say how to book. Your counsel or board can tell you whether anything else must go in the letter. We print what you approve.
What do people ask about USMail.ai?
What is a provider departure letter?
It is the letter a practice sends to a departing doctor's patients. It names who sees them now and how to get their records.
What if two doctors leave the same month?
Upload two letters with two patient lists, and each runs as its own approved job.
Can we send a reminder closer to the last day?
Yes. Set up a second, shorter letter as its own job and approve it when you are ready.
Do you suggest addresses for patients we can't find?
No. Every address comes from you, and the AI never suggests one. We check every address before mailing.
When does my letter go to USPS?
By default, letters you approve before 10 p.m. CT are handed to USPS the next business day (Monday to Friday). USPS delivery times vary. USPS handles delivery from there. There are no contracts, subscriptions or setup fees.