Ohio Medical Practice Closure Laws

When closing a medical practice such as a doctor’s office, dental practice, or hospital, understanding the laws related to practice closure is vital. Every state has specific regulations governing how patients must be notified, how long medical records must be maintained, and more. Medical professionals must follow specific legal and ethical steps to ensure a smooth patient and staff transition. Failure to adhere to these requirements can lead to legal repercussions and patient care disruptions.

This guide provides a comprehensive overview of the legal requirements for closing a medical practice in Ohio.

Key Requirements for Medical Practice Closure

Closing a medical practice is a multifaceted process that requires careful planning and compliance with legal obligations. Some items you will need to keep in mind, include:

Patient Notification

How and when will you notify patients of your intent to close your practice? Patients must be given adequate notice of the closure. This allows them to find alternative care providers.

Medical Records Management

Patients must be informed about how to obtain copies of their medical records. In many states, physicians are required to retain records for a certain period (e.g., seven to ten years) after the practice closes or to contract a medical records custodian to deliver records to patients for that time period.

Staff Considerations

Employees should be notified per labor laws, and any contractual obligations regarding severance or final paychecks must be fulfilled.

Regulatory Compliance

The practice must notify licensing boards, Medicare/Medicaid, and malpractice insurers of the closure. Additionally, the practice may need to formally dissolve as a business entity.

Disposal of Medications and Equipment

Prescription drugs and medical waste must be disposed of according to federal and state regulations to ensure environmental and public safety.

Financial and Legal Obligations

Outstanding debts, leases, and vendor agreements must be settled before closure. Legal counsel can help navigate any complexities.

Ohio Medical Practice Closure Laws

​When closing a medical practice in Ohio, healthcare providers must adhere to specific state laws and regulations to ensure a compliant and smooth transition for patients and staff.​

Ohio Patient Notification Requirements

If a physician leaves a practice (or sells/retires), notice must be sent to all patients who received services during the 2-year period before the physician’s last date seeing patients.

The notice must be sent no later than 30 days prior to the last date the physician will see patients — or, if the employer (or physician) only learns of the departure later (e.g. unexpected resignation), then as soon as reasonably possible after that (but no later than 30 days after learning).

Required content in the notice:

1. A statement that the physician will no longer practice at that health-care entity.
2. The date when the physician will stop (or has stopped) seeing patients at that entity.
3. If the physician will continue to practice elsewhere, the new contact information.
4. Contact information for alternative physician(s) or group practice(s) that patients may seek care from after the departure.
5. Information on how to access medical records (where records will be stored, how to get copies, etc.).

If a physician terminates the relationship with a specific patient (or terminates care more broadly when closing), the physician must send a notice that includes: a statement that the relationship is terminated, a commitment to provide emergency access/urgent care for up to 30 days (to allow time for the patient to find another provider), and an offer to transfer records upon patient request.

Notice must be sent by certified mail (return-receipt requested) to last address on file, or by HIPAA-compliant electronic message — and if the electronic message is not viewed within 10 days, a letter by mail must also be sent.

In Ohio, closure notifications need to be sent out at least 30 days prior to your closure date.

We recommend sending a physical letter, posting signage around your practice, and posting information about the closure on your website. It is essential that anyone who visits your practice or practice website can easily find the closure information.

A closure notification letter should include:

• The date of closure.
• The reason for closure (i.e., retirement, relocation, etc.).
• A forwarding address or phone number for questions after your closure.
• An authorization form for patients to sign so that their medical records can be transferred to a new practice.
• Information on patient record storage, including where the records will be stored, how to contact the storage facility, and any costs associated with patient record requests.

Ohio Medical Records Retention and Access Requirements

Each provider of a Health Care Service shall maintain medical records for six years from the date of discharge.

If you don’t want to maintain responsibility for storing and fulfilling medical records requests, we can help. Learn more about our custodian of medical records services here.

For more details on Ohio’s medical record retention requirements, consult the State Medical Board of Ohio PDF or legal counsel.

Additional Resources for Closing Your Medical Practice in Ohio

To get up-to-date information about medical practice closure laws in and requirements in Ohio, please see these additional resources:

• OHIO ADMIN. CODE § 3701-84-11

How Desert River Solutions Can Help

Desert River Solutions is a trusted medical records custodian serving healthcare providers nationwide. Our services include:

• Electronic medical record extraction for seamless digital transition.
• Document scanning and storage for secure retention.
• HIPAA-compliant record management and destruction.
• Patient record request fulfillment, ensuring continuity of care.

Managing medical records retention is a critical aspect of healthcare compliance. Whether you’re closing a practice, transitioning to digital records, or ensuring legal compliance, working with a trusted medical records custodian can save time and reduce risk.

At Desert River Solutions, we help healthcare providers in Ohio and beyond with secure, HIPAA-compliant medical records storage and management. Need help with medical records retention in Ohio? Contact Desert River Solutions today!

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Legal Disclaimer: the information contained in this site is provided for informational purposes only, and should not be construed as legal advice on any subject matter.