Termination letters

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Kimberley Mapel

• July 20, 2019 23:14

We send terminations letters to clients who have terminated services or have not been in for a session for quite some time.  We typically make these clients inactive.  We need to be able to export their names and mailing addresses to be able to do a mail merge and mail them a termination letter.  We also need the ability to place a code into their account that shows that we have sent them a termination letter and we need to make a note of the date the letter was sent.  We typically do this in 'batches' so we need the ability to export the account information in a batch and we need the ability to update the accounts easily (meaning not just one at time).  For example we have just had to send a large batch (almost 200) termination letters and the time it took to generate the name and address file was quite time consuming as we had to export all clients names and addresses (because there is no way to just export the inactive clients) and we then had to remove the active clients from the file, and of course we had to double check that work to be sure we only had the inactive clients left in our export file.  Now we have sent the letters but the question now arises... how do we know that we have sent the letters to the clients as there is no place to place a code and date in the accounts, AND when we need to send the next batch of termination letters how do we know who has become inactive since the last batch of letters was created.

I would like any input you might have regarding how you handle termination letters and keep track of that information in Simple Practice.

I look forward to hearing from the community.

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  Gillian

  • July 23, 2019 18:29

  Hi Kimberley, SimplePractice doesn't currently support the batch exports that you're describing in your post - currently, you can export a single client file, or all client files. You can use the Administrative Note to place a code and date in the accounts that have received a Termination Letter, then identify clients who are inactive but do not have a code and date in the Administrative Note manually to send termination letters to them outside of SimplePractice. Let me know if you have any additional questions about this, or anything else SimplePractice. I'm here to help. 

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  Angie Montale

  • July 26, 2019 16:09

  Do you have a template for the termination letter to send to the client?

   

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  Gillian

  • July 26, 2019 17:05

  Hi Angie, yes we do! You can find a packet of free letter templates for your practice, including a termination letter, on our Blog here: https://www.simplepractice.com/blog/free-download-fill-in-the-blank-letter-templates-for-your-private-practice-2/

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  Good News Clinics Counseling Department

  • May 11, 2020 20:46

  Is there a way to store a Termination letter template in Simple Practice and then send it out/email it when the time comes to terminate a client?

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  Brain Health

  • August 11, 2022 16:55

  i did not see a response to this, can you send a termination letter from the system?

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  Pearl Bryant

  • December 29, 2022 20:28

  I created a termination letter for my practice and updated in "Shared Documents" tab. I sent the letters via email that way it is timestamped: 1. The day it was sent; and, 2. The day the client opened it. 

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