We protect the public and promote the safe and ethical delivery of quality medical care by registrants in Manitoba.
Download a printable checklist for closing or relocating a medical practice.
Download the Closing or Relocating a Medical Practice Reporting Form.
Closing or relocating a medical practice carries the risk of interrupting patient care. Unless there are exceptional circumstances underlying the need for closure or relocation, you are expected to make reasonable plans and arrangements to ensure good continuity of care for your patients.
In general, you should always have a plan for closure or relocation, as these things happen in practice. If exceptional circumstances impede your ability to make appropriate arrangements, you should contact CPSM if possible. If it is a health issue, the Physician Health Program can provide support.
Three main areas need to be considered and addressed, as applicable, when closing or relocating a medical practice. They are (click to jump to each section):
It is essential for you to communicate with patients and colleagues appropriately and effectively about plans to close or relocate a medical practice to ensure continuity of care for patients and smooth functioning of the practice.
CPSM has specific requirements for communication and advance notice, but you should also exercise good professional judgment in the context of your unique professional practice to ensure patient interests are adequately addressed.
Who needs to be notified?
CPSM requires that registrants provide notice of their intention to close or relocate a medical practice to (as applicable):
What information needs to be included in the notice to CPSM?
The notice must include the following:
Use the Closing or Relocating a Medical Practice Reporting Form to notify CPSM. Once completed, the form can be submitted to registration@cpsm.mb.ca.
Notifying Patients
How notice is provided to patients will usually be a matter of professional judgment.
Depending on the nature of practice, a website publication and posting in the common areas of the practice setting, and/or a mass text, email or mailed notice with generic information may be sufficient to inform the registrant's patient population.
CPSM requires that individual notification be provided to patients who have an appointment booked prior to the date of absence and to patients who call to arrange an appointment prior to the date of closure or relocation.
When does notice need to be provided?
The purpose of the notice is to make sure those in the system with whom you are connected are made aware and can plan accordingly.
Unless a registrant closes a medical practice due to illness or other urgent circumstances, at least 90 days' notice must be provided. Otherwise, notice must be provided as soon as possible in the circumstances.
Questions?
Registrants may contact CPSM with questions about notice requirements at registration@cpsm.mb.ca. Inquiries may also be directed to the Canadian Medical Protective Association or Doctors Manitoba.
You are expected to take reasonable, commonsense measures to ensure good continuity of care for patients when closing or relocating a medical practice. This includes ensuring arrangements for follow-up to referrals for consultations, diagnostic requisitions, and requests for prescription renewals.
The Standard of Practice for Good Medical Care includes the following requirements:
Continuity of care entails making sure patients or their representatives have appropriate access to their patient records, including if records need to be transferred to another care provider.
If you are a primary care physician
Primary care physicians are expected to make reasonable attempts to arrange suitable alternative care for patients, particularly those who are in the course of treatment at the time of the closure. You must document those efforts. It is recognized that efforts will not always be successful, depending on the availability of an alternate care provider.
If you are a specialist
The care of the patient may, by agreement of the specialist and the referring registrant, be returned to the referring registrant. Depending on the circumstances, patients may be referred to another healthcare provider.
CPSM requires that registrants closing or relocating a medical practice must:
· Ensure the secure storage of any patient records as required by the Standard of Practice for Maintenance of Patient Records in All Settings. This applies only to registrants who are trustees with maintenance responsibilities.
· Safely dispose of medication, laboratory specimens, equipment, and supplies.