How do I help patients keep their orthotic records when I sell my clinic?

Begin by understanding what you hold. Orthotic records can include scans, casts, measurements, notes, photos, prescriptions and billing information. Some may be on paper, some in software, and some on a former employee’s computer. Take stock of where each lives and whether it can be exported in a way another clinic could use.

Then settle the arrangement in the sale. The buyer may take custody, or you may keep some records and arrange access. Either way, put it in writing, including how long records are kept, who answers requests and what happens if the clinic closes. Your lawyer can tell you what applies to patient information in your situation.

Finally, communicate. Patients should hear where records will be, how to ask for a copy and who to contact. Someone who needs replacement devices years later will be relieved to find a clear answer. Test the process once with a made-up request, and fix whatever slows it down. Keep a short list of frequently asked questions for the front desk. Ask too whether any former patients have requested their records recently and how long it took to answer. Their experience will show how well the current system works and what the next owner should improve.

Key takeaways

• Take stock of every place records live, on paper and on devices.
• Agree in writing who holds them and who responds to patient requests.
• Tell patients where their records will be and how to get a copy.
• Test the request process once before the sale closes.