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Writing a letter of dismissal from a dental office can feel uncomfortable, but it’s sometimes necessary for both patients and providers. Whether you're a dentist letting a patient go or a patient deciding to leave your dental office, the key is to stay professional, clear, and respectful. In this guide, we’ll walk you through how to write a proper dismissal letter, explain when it’s appropriate to send one, and share examples you can use or adapt.
May 9, 2025
The Difference between Patient Dismissal and Patient Abandonment
Understanding the distinction between patient dismissal and abandonment is critical to protecting your practice legally and ethically.
Patient dismissal is a formal process where you end the doctor–patient relationship with proper documentation, clear communication, and sufficient notice. It gives the patient reasonable time to seek alternative care and ensures continuity of treatment. A well-crafted dismissal letter is a key part of this process and demonstrates your compliance with legal and professional standards.
Patient abandonment, on the other hand, occurs when care is terminated without appropriate notice or follow-up, potentially putting the patient at risk. This can be considered a breach of duty and, in some cases, malpractice. It may lead to disciplinary action, financial liability, or damage to your professional reputation.
Providing reasonable notice and facilitating a smooth transition is a legal safeguard that protects both your patients and your license.
Common Reasons for Dismissing a Dental Patient
Dismissal should be your last option, but sometimes it's necessary for everyone's well-being:
Non-compliance with treatment plans happens when patients consistently reject recommended care despite understanding the risks. Think of a patient who refuses periodontal maintenance while their condition worsens.
Repeated missed appointments disrupt your schedule, prevent other patients from getting timely care, and hinder efforts to reduce patient wait times. Implementing strategies to reduce no-show appointments, like creating a no-show policy, can help mitigate this issue.
Despite these efforts and conversations about their impact, after multiple no-shows and efforts, you might need to consider dismissal.
Disruptive behavior, like verbal abuse, inappropriate conduct, or threatening actions, creates an unsafe environment. Strategies for dealing with difficult patients can help mitigate these issues.
Financial non-compliance becomes grounds for dismissal when patients refuse reasonable payment options despite your offers of solutions. This differs from patients facing genuine hardship who communicate openly.
Treatment from multiple providers without coordination creates dangerous conflicts. Patients who hide that they're seeing other providers put themselves at risk and compromise your ability to provide safe care.
For each situation, make sure you document all your attempts to fix the problem before moving forward with dismissal.
Legal and Ethical Considerations
When dismissing a patient, you'll need to balance legal requirements with ethical duties.
Legally, proper dismissal typically requires:
Giving adequate notice (usually 30–60 days)
Providing emergency care during the transition
Avoiding discrimination
Following state dental practice acts
Keeping thorough records
Ethical obligations matter just as much; respect the trust in the dentist-patient relationship and recognize patient dignity.
This means helping patients find new care, communicating clearly, and handling dismissal respectfully.
Keep in mind that each state has its own specific rules regarding patient dismissal. Check with your malpractice carrier or dental society for guidance that applies to your location.
How to Write a Letter of Dismissal from Dental Office
A good letter of dismissal serves three purposes: it ends the relationship, gives patients information for continuing care, and creates a legal record of the process.
Here's how you can write a dismissal letter:
Practice letterhead and current date: Use professional letterhead with your practice name, address, phone number, and website.
Patient's complete information: Include full name, address, and contact details for proper identification.
Clear statement of dismissal: Start with a direct statement that you will no longer provide dental services after a specific date (typically 30 days from the date of the letter).
Factual reason for dismissal: State the reason objectively without emotion. Example: "Our records show you've missed six appointments in the past year without providing 24-hour notice as outlined in our office policy."
Records transfer information: Explain how the patient can get their records, including any forms and fees allowed by state law.
Resources for finding new providers: Give specific information like the local dental society's phone number or website, insurance directories, or other resources.
Emergency care provisions: State that you'll provide emergency care during the transition period (usually 30 days) and explain how to contact your office for emergencies.
Professional closing: End with your name, credentials, and signature.
Send dismissal letters via certified mail with return receipt requested. This proves the patient received proper notice. Also, keep your letter professional and factual, avoiding emotional language. Remember, a court might examine this document in legal proceedings.
Sample Letters of Dismissal from a Dental Office
Template 1: Dismissal for Non-Compliance with Treatment Plan
[Practice Letterhead]
[Date]
[Patient Full Name]
[Patient Address]
[City, State ZIP]
RE: Discontinuation of Dental Services
Dear [Patient Name]:
This letter is to inform you that [Practice Name] will no longer provide dental services to you effective [date 30 days from letter date]. This decision follows our discussions on [mention dates] regarding your decision not to proceed with the recommended treatment for your advancing periodontal condition despite our explanations of the potential consequences.
We will provide emergency dental care until [same date as above] to allow you sufficient time to establish care with another dental provider. For dental emergencies during this transition period, please contact our office at [phone number].
You may wish to contact the following resources to locate a new dental provider:
- [Local Dental Society name and contact information]
- Your dental insurance provider's directory at [website/phone]
- [Other local referral service if available]
To transfer your records to your new dental provider, please complete the enclosed authorization form and return it to our office. We will forward your records promptly upon receipt of your signed release.
Sincerely,
[Dentist Name, DDS/DMD]
[Practice Name]
Template 2: Dismissal for Repeated Missed Appointments
[Practice Letterhead]
[Date]
[Patient Full Name]
[Patient Address]
[City, State ZIP]
RE: Discontinuation of Dental Services
Dear [Patient Name]:
This letter is to inform you that as of [date 30 days from letter date], [Practice Name] will no longer be able to provide dental services to you. Our records indicate that you have missed [number] scheduled appointments in the past [timeframe] without providing the 24-hour notice required by our office policy, which you acknowledged on [date of policy signature].
We will continue to provide emergency dental care until [same date as above] to allow you sufficient time to establish care with another dental provider. For dental emergencies during this transition period, please contact our office at [phone number].
To assist you in finding a new dental provider, you may contact:
- [Local Dental Society name and contact information]
- Your dental insurance provider's directory at [website/phone]
- [Other local referral service if available]
If you would like your records transferred to your new dental provider, please complete the enclosed authorization form and return it to our office. We will forward your records promptly upon receipt of your signed release.
Sincerely,
[Dentist Name, DDS/DMD]
[Practice Name]
Have your legal counsel review these templates before using them so they comply with your state's requirements.
Best Practices for Patient Dismissal
Managing patient dismissals requires a structured, thoughtful approach that minimizes legal risk and supports patient care. The following best practices can help keep your process consistent and defensible:
Thorough documentation: Record all interactions that lead up to the dismissal. Focus on objective details like dates, times, behaviors, and any relevant incidents. These records provide crucial context and legal protection if questions arise later.
Attempt resolution first: Before moving forward with dismissal, try to resolve the issue through clear, respectful communication. Many problems can be addressed by aligning on expectations. Be sure to document all efforts to resolve the matter in the patient’s record.
Train your team: Everyone on your team should be familiar with your dismissal process, especially front desk and administrative staff. They need to know what documentation is required and how to respond to questions or concerns from patients who are being dismissed.
Apply policies consistently: Follow the same dismissal procedures for all patients to avoid any perception of bias or discrimination. Consistent application supports fair treatment and reduces the risk of legal challenges.
Maintain proper records: Keep copies of all dismissal-related documents, including letters and certified mail receipts. These should be stored separately from clinical records, in a secure and accessible location.
Time dismissals appropriately: Avoid dismissing patients in the middle of treatment when possible. If care must be ended during an active phase, provide clear next steps for transferring their treatment to another provider.
Use standardized protocols: Create written procedures outlining how dismissals should be handled. Standardizing the process promotes clarity across your team and helps you manage each situation professionally and in compliance with regulations.
Maintain Professionalism in Difficult Situations
Dismissing a patient is never easy, but when done thoughtfully, with clear communication, proper documentation, and empathy, it protects both your practice and the patient’s well-being. By following the steps outlined above and using the sample letters as a guide, you can handle this process with professionalism and care. Consistency, transparency, and compassion go a long way in maintaining trust and minimizing risk.
If you're navigating staffing challenges during patient transitions or seeking to maintain consistent care, Teero offers flexible dental staffing solutions tailored to your needs. Our platform connects dental practices with qualified hygienists, simplifying the process of filling shifts without the usual hiring hassle. To discover how Teero can support your practice, visit our website, or give us a call.