Let me guess...
So when it happens, you’re left trying to figure it out in real time:
What do I say?
What do they say to clients?
How do I make sure nothing gets missed?
What am I responsible for vs. them?
It’s a lot. And it’s usually happening while you’re already managing everything else.
This Therapist Departure System exists because this process is too important to wing.
What started as a simple form turned into realizing how many moving pieces are actually involved in a clinician transition. Communication, documentation, client care, boundaries, timelines, and follow-through all need to line up.
And if they don’t? That’s where things get messy.
This system gives you a clear structure so you’re not guessing:
👉🏼 What needs to be completed
👉🏼 What needs to be communicated
👉🏼 What needs to be tracked
👉🏼 And what needs to be documented
It walks both you and the clinician through the process step-by-step, while also giving you a way to keep track of everything happening behind the scenes.
This isn’t about controlling the situation.
It’s about making sure nothing important slips through the cracks.
You can use this as-is, customize it to your practice, or integrate it into your existing systems. Whether this is your first clinician transition or your fifth, this gives you a process you can rely on.
This isn’t about doing it perfectly.
It’s about not being stuck trying to figure it out while it’s already happening.
You don't have to tell me
That's why I'm telling you what's inside this system 🤫
This system is designed to walk you through the entire departure process, not just one piece of it.
You’ll find:
✏️ Therapist Departure Form (Google Doc + Google Form versions)
✏️ Required information + structured pre-departure checklist
✏️ Acknowledgement section covering legal, ethical, and financial responsibilities
✏️ Clinician-to-client transition letter templates (2 versions)
✏️ Practice owner notification letter
✏️ Release of Information template (departure-specific)
✏️ Step-by-step instructions for sending and managing ROIs
✏️ Client Transition Spreadsheet to track communication, ROI status, documentation, and balances
✏️ Move-out instructions and final transition steps
Each piece is designed to work together so you’re not juggling separate documents or trying to remember what comes next.
But I decided to give it a glow-up ✨
This system was built from real-world experience of:
✨ Managing clinician transitions inside a practice
✨ Navigating client communication and ethical responsibilities
✨ Handling documentation, billing, and follow-through
✨ Learning (again… mostly the hard way 🫠) what actually gets missed when there’s no system
You’re not just getting documents.
You’re getting:
👉🏼 A workflow
👉🏼 A communication structure
👉🏼 A tracking system
👉🏼 A way to make sure nothing falls through the cracks
You don’t have to use everything at once. Just know it’s there when you need it.
If you’re managing clinician transitions inside an EHR, you already know how quickly things can get confusing when documentation, communication, and access all overlap.
This system can help you:
✨ organize your process before entering anything into your EHR
✨ track client transitions while managing records inside SimplePractice
✨ copy and paste communication templates directly into your system
Many practice owners find it easier to map out transitions outside the EHR first, then implement them once everything is clear.
If you decide to use SimplePractice, I’ve included my affiliate link below so you can explore it while supporting my work, at no extra cost to you.
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