When a doctor leaves your clinic suddenly: what to do
For doctors
A doctor’s sudden departure puts pressure on the schedule, the patients and the team all at once. The priority is simple: no patient should be left without a point of contact.
The first 48 hours
- Schedule. Contact every patient with an appointment and offer another doctor at the clinic or a new date.
- Ongoing treatments. Identify patients midway through a course or awaiting a check-up, and assign them to a colleague with the right skills.
- Team. Brief staff with one clear, shared message, so everyone gives patients the same answers.
- Access. Update the doctor’s access to the practice software, schedule and clinic systems.
What to tell patients
Keep it short and factual: the doctor is no longer with the practice, and care continues with a named colleague. No comment on why they left. Patients remain free to choose their doctor, including following them elsewhere.
Medical records and data
As a rule, if the doctor worked within the facility, the medical records stay with the facility, which holds them as data controller. Patients always have the right to a copy. Special cases should be checked with your privacy adviser.
If they were the medical director
The facility must appoint a new medical director, or a deputy, straight away and notify the competent authority under regional rules. Without a medical director, the facility cannot operate properly.
Website and online profiles
Update the team page on your website, booking-platform profiles and any listings that show the doctor. Leaving a departed doctor online leads to wrong bookings and confused patients.
What the contract says
Check the notice period, handover duties and any non-compete clause. For employees, the Italian Civil Code (art. 2125) requires a non-compete to be in writing, paid, and limited in scope, duration and area. For freelance collaborators, the agreed clauses apply. Either way, get legal advice before raising any dispute.
How to prevent it
- Several doctors able to cover each treatment area.
- Records and schedules in the clinic’s systems, not in personal tools.
- Written protocols for the main treatments.
- Contracts with clear notice and handover rules.
- A named deputy for the medical director.
You don’t have to handle it alone
See how Vitaura supports network clinics with team and operations management. Learn more
This article is for information only and is not legal advice.
