Need a New Healthcare Provider? Here’s Advice From a Doctor on How to Do It

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There are lots of reasons you might be looking for a new doctor or healthcare provider. Sometimes it's as basic as moving to a new city. Other times it can feel more complicated - like when you don't feel understood, or your health concerns have changed. Either way, switching doctors can feel daunting. Here are some things to think about as you begin the process.

Reasons you may be looking for a new doctor

Whether you've seen your doctor or provider for years or you've only had a handful of visits, you've decided it's time for someone new. Some common reasons for switching include:

• Your provider is retiring or moving.

• Your insurance or healthcare network has changed.

• You have moved.

• You need a different doctor because of your age. An example is when young adults switch from a pediatrician to a provider who specializes in adults.

• Your health needs have changed. If you have a new or changing health condition, you may want to see someone who has more experience or a special interest in that condition.

• You'd like to explore a different approach to your health needs.

• You would find it helpful to see someone with a shared language or cultural background.

• You don't connect with your provider or find it hard to communicate with them.

• There are aspects of the practice or office setting that are inconvenient or create barriers to your care.

No matter your reasons for considering a switch, it's helpful to think about what you're looking for in a new doctor or healthcare practice. And then learn how to go about making the change.

Things to consider

If you're thinking about changing healthcare providers, consider what you do and don't like about your current provider and practice. Then, make a list of the things that you're looking for in the next one.

Convenience

This includes:

• The distance from your home or workplace: How long does it take to get to your doctor's office? Is the distance a barrier to seeing your provider?

• How you get around: If you drive, is there adequate parking? If you take public transportation, is the office near a bus or train stop?

• Frequency of visits: Your needs will be different if you have frequent visits for tests, appointments, or treatments. If you're only there once a year, convenience may be less of an issue.

Coverage and cost

It's important to know which healthcare providers are covered by your insurance. You may even want to consider different practice models. Direct primary care and concierge care are models that may give you more time and access to your healthcare provider. But there are extra out-of-pocket fees for these models of care.

Types of providers

If your health needs are changing, consider whether you need to change your primary care provider - or find a specialty care provider. A primary care provider can help coordinate and treat your various health conditions. They're sort of like your main hub. A specialist can focus on one aspect of your health or a specific condition.

Beyond their area of expertise, healthcare providers can have different training and backgrounds:

• A physician or medical doctor (MD or DO) has attended medical school and residency training. And their certification matters, too. Board-certified physicians meet and maintain certain standards and qualifications in their field.

• A nurse practitioner (NP) or physician associate (PA) may work independently in some states. In others, they must work together with a physician.

Also, consider your age and stage of life. Some healthcare providers see people of all ages. Others see only children, adults, or older adults. For example, older adults may want to transfer their primary care to a geriatrician.

Practice considerations

The clinic space and forms of access are important for particular needs. Some questions to ask include:

• Will the office setting work for any vision, hearing, language, or movement concerns you may have?

• Who is available to answer questions or treat you when your own healthcare provider isn't there?

• Will you usually see the same provider? Or might you see a group of people who often cover for one another?

• What's the practice's system for emergent needs and questions after hours?

• How can you communicate with your provider outside of appointments? This includes things like scheduling appointments, getting refills, asking questions, and discussing results.

• How long is a usual appointment slot?

• Are there options for in-person appointments and telehealth visits?

• If you need to be in the hospital, where does the doctor admit patients? Who will take care of you while you're in the hospital? Which specialists do they refer to if needed?

You also may want to think about any other support services that are important to you and ask what is available to you. This can include things like lab or imaging testing, mental health care, or care coordination.

Personal considerations

There are also personal and social aspects of a clinic that may be important:

• Communication style

• Culture, language, or gender preferences

• Education and training of the healthcare professionals

• Bedside manner

• Your own ease and energy in making a change or getting to know someone new

How do you find a new doctor?

Here are some ideas to get your search started:

• Check the provider directory for your insurance plan.

• Get recommendations from family or friends, but remember that their needs and preferences may be different from yours.

• Search for primary care providers and specialists on health system websites. You can often learn about their education and training, areas of expertise, and other patients' experiences.

• If your current doctor is retiring or moving, they may have recommendations for you. They may also be able to recommend another provider if you're the one moving.

• Check in on forums for people with particular health conditions to see who they recommend.

• Browse a database such as the National Library of Medicine MedlinePlus directory.

It's helpful to explore options for a new provider before leaving your current one - especially if it'll be weeks or months before your first visit. Before you leave, make you sure you:

• Complete any timely testing or follow-ups.

• Get enough medication until your next visit. Your new provider can't refill medications or write new prescriptions until your first visit with them.

• Obtain a copy or a transfer of your medical records. This will help your new doctor's office understand your past medical history and health concerns.

What is the etiquette for switching doctors?

If you've decided to leave a practice, it's helpful to notify them. This is not required. But it may help coordinate and transition your care. You can do this by phone, in person, by email, or through the patient portal. It's up to you whether you share the reason for leaving.

You might not be sure if you want to switch doctors or not. Before making a change, consider talking to your current provider or the practice manager about your concerns. You could also get a second opinion on a particular condition or treatment before deciding to switch.

Remember that some aspects of healthcare may be similar in other practices. For example, if you're frustrated that you only have 15 or 20 minutes for a visit, you may find a similar situation in other places. Often, the provider is also frustrated by those time constraints. Consider having a conversation with someone on your healthcare team about the best way to address your concerns.

Can you switch doctors within the same practice?

Maybe you've seen another provider in the same practice when your provider wasn't available. If you liked their practice style, you may wonder if you can switch to that provider for your regular care.

The answer is yes, it's possible to switch doctors within the same practice. But you may not be able to do that in every circumstance. Most healthcare providers have limits on their panel size. A panel is the total number of patients a provider takes care of. This helps to ensure space in their schedule. And this allows them to provide good care and follow-up. So, if a provider's panel is full, you may not be able to switch.

Even if a panel isn't full, there may be different wait times for appointments. If a provider has more patients, or patients that need more frequent appointments, you may need to wait longer to see them.

And remember that you may end up seeing your previous provider at some point in the future. For example, if you're sick or your new provider has an emergency, your previous provider may cover for them. Healthcare providers know that people have many understandable reasons for making a change. But in some instances, it may still feel a little awkward.

How do you transfer medical records to a new doctor?

Your medical records are also known as Protected Health Information, or PHI. You have a right to these records. And these records will help your new healthcare provider. But to protect you and your privacy, there's a process to access them.

You need to give permission to release your medical records. That allows you to send them to another doctor or practice, to a family member, or even getting a copy yourself. You will need to fill out a form to make sure they have the right person. And you need to provide a signature to give permission. Sometimes that can happen electronically. Other times you may need to fill out a paper form.

In the U.S., the Health Insurance Portability and Accountability Act (HIPAA) sets up the rules for the transfer of PHI. After you make the request for your records, a practice has 30 days to send them. If there's a legitimate reason for a delay, they must notify you of that. Then, they have 30 more days to send the records. An example might be if part of your chart is archived somewhere else. If you've already found another doctor, you can have records transferred to them directly.

There may be a charge for a transfer of your medical records. This is an acceptable practice, but the amount can vary from office to office. Depending on your health history, you could have a summary or certain parts of your record transferred.

A typical medical record includes:

• Notes and summaries from office visits

• Lab and imaging results

• A list of your medications and allergies

• A list of your current and past health conditions

• Vaccination records

• Hospital summaries

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