Panel Management & Patient Discharge Policy

Policy Title: Panel Management & Patient Discharge Policy

Effective Date: July 2026

Jurisdiction / Standard: CPSNL Standard of Practice: Establishing and Ending the Physician–Patient Relationship

1. Purpose

To maintain equitable access to primary care services, prevent duplicate rostering, and ensure safe, coordinated care for all patients, this clinic strictly enforces a single-primary-care-provider policy. When a patient establishes comprehensive, ongoing primary care with an external provider (such as a Nurse Practitioner at a Family Care Team), this clinic will formally transition the patient out of the practice panel.

2. Policy Scope

This policy applies to all active patients registered with [Clinic / Physician Name] who have attached to a new primary care home, including:

• Nurse Practitioners (NPs) providing comprehensive primary care (e.g., St. John’s Centre Family Care Team).

• Other Family Physicians or Community Health Teams.

Note: This policy does not apply to episodic consultations, walk-in visits, or specialized single-issue clinics (e.g., specialized sub-specialty clinics or sexual health visits) where the external provider is not serving as the primary care home.

3. Procedure for Identifying and Confirming Dual Care

1. Verification: Staff or the attending physician must verify that the external care provider/clinic has formally accepted the patient for ongoing comprehensive primary care.

2. EMR Documentation: The source and date of confirmation (e.g., patient admission, verbal confirmation from NP clinic, or receipt of record requests) must be documented in the EMR.

4. CPSNL Compliance & Discharge Process

Once dual rostering is confirmed, staff will execute the discharge workflow in accordance with CPSNL requirements:

1. Written Notice (Minimum 30 Days):

   • A formal written discharge notice must be delivered via registered mail, secure patient portal, or handed directly to the patient.

   • The letter must state the objective reason for termination (attachment to a primary care provider elsewhere) and specify an effective termination date no less than 30 calendar days from the issue date.

2. Interim Care and Coverage:

   • During the 30-day notice period, the clinic remains responsible for managing urgent medical needs, arranging necessary emergency care, and following up on outstanding lab or diagnostic results ordered prior to termination.

   • Ongoing essential prescriptions will be refilled for a reasonable period to ensure safety through the transition.

3. Transfer of Medical Records:

   • Upon receipt of a signed consent/request form from the new clinic or patient, medical records will be promptly transferred in accordance with CPSNL practice guidelines.

4. Non-Discrimination Standard:

   • Discharges under this policy are based solely on the administrative objective of preventing primary care duplication and expanding access for unattached patients. Decisions must never be based on medical complexity, time requirements, or protected grounds under the Human Rights Act, 2010.

Rockwise Medical

Dr. Aaron Wiseman

Reviewed: September 15, 2025

709-979-1490

admin@rockwisemedical.com