Empanelment Resource 8:

Welcome Letter to the Patient

©️ 2024 Kaiser Foundation Health Plan, Inc.

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This resource is part of the Empanelment Implementation Guide, offering steps and activities to help your practice select and implement a methodology to create patient panels and develop continuity reports. It is the second in the “Building the Foundation” series of implementation guides.

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Use this template to develop a form letter to send to newly empaneled patients.[1][2]

 

[DATE]

Dear [PATIENT NAME],

Welcome to [CLINIC]!

Each patient has their own Primary Care Provider (PCP). The PCP you have been assigned to is [INSERT NAME OF NEW PRIMARY CARE PROVIDER][INSERT PROVIDERS CREDENTIALS]. My goal is to provide all my patients with highest quality care in a timely and respectful manner. You can get to know me better by reading my biography below.

If you want to pick another PCP, you may do so. You can call [INSERT PHONE NUMBER OF CALL CENTER] to complete a PCP Change Request Form over the phone or you can come into the clinic.

Thank you for choosing [ABC CLINIC] for all your health care needs! We are here to answer your questions and to assist you with any problems.

Sincerely,

[CLINIC DEPARTMENT]
[STREET ADDRESS]
[CITY, STATE ZIP]
[PHONE NUMBER]

[INSERT PCP BIO, including photo]

Endnotes

  1. Mercy Clinic Primary Care. Primary Care Welcome Letter Watonga, Oklahoma: Mercy; [cited 2023 July 13]. Available from: https:// www.mercy.net/content/dam/mercy/en/pdf/welcome-letter-mercy-clinic-primary-care-dorsett-road.pdf. 
  2. Leh B. Creating a Welcome Letter for New Patients. American Fork, Utah: Dentrix Ascend; 2021 [cited 2023 July 13]. Available from: https://blog.dentrixascend.com/2021/04/07/creating-a-welcome-letter-for-new-patients/.