What to Do When a Clinician Leaves Your Practice

In any behavioral health practice, change is inevitable. Whether it’s due to relocation, a career shift, burnout, or opening their own practice, there will come a time when one of your clinicians moves on. While it's a normal part of running a group practice, how you manage the transition can make a big difference for your clients, your team, and your bottom line.

Here’s a step-by-step guide to help behavioral health practice owners handle clinician departures professionally, compassionately, and efficiently.

1. Review Employment or Contractor Agreements

Start by reviewing the clinician’s agreement. Look for:

• Notice period: How much lead time are they required to give?

• Termination terms: Are there stipulations about client transitions, documentation, or reimbursement?

• Non-compete or non-solicitation clauses (where enforceable): Understand what you can and cannot restrict.
  

Tip: If your practice works with independent contractors, this is also a good time to make sure your contracts are up to date and legally sound.

2. Plan the Announcement Internally

How and when you share the news with your team matters. Be transparent but professional:

• Provide clear timing of the departure.

• Acknowledge the clinician’s contributions.

• Outline the plan for client care continuity and caseload redistribution.
  

Encourage a culture where change is normal — and handled with respect.

3. Handle Client Transitions Thoughtfully

This is often the most sensitive part. You’ll need to:

• Notify clients as soon as appropriate.

• Offer options for staying with the practice (reassigning them to a new clinician) or continuing care elsewhere.

• Provide support around the transition, especially for high-needs or long-term clients.
  

Keep the client experience front and center, and document all communication.

4. Coordinate with Your Billing and Credentialing Teams

A departing clinician can impact revenue if not handled properly. Don’t forget to:

• Remove them from insurance rosters (if they were on your group contracts).

• Update billing systems and EHR permissions.

• Ensure all outstanding claims are submitted and tracked before their access ends.
  

Work with operational  partners like BreezyBilling and our sister company, Phoenix Credentialing, to make this smoother — we help our clients stay on top of insurance and financial logistics so transitions don’t disrupt revenue and your contracts stay up-to-date.

5. Secure Clinical Documentation

Ensure that all client notes, treatment plans, and records are current before the clinician departs. This protects your practice legally and helps the next provider continue care seamlessly.

Double-check:

• Progress notes are complete and signed

• Discharge or transfer notes are finalized where applicable

• Documentation complies with payer and state regulations

6. Review Tech Access and Offboarding

From your EHR and billing system to email and client portals, it’s important to:

• Revoke access to all digital platforms on their last day

• Archive their email or forward communications as needed

• Reassign internal tasks or responsibilities (e.g., team supervision)
  

Data privacy matters. Take steps to ensure HIPAA compliance through every phase of the departure.

7. Reflect and Prepare for the Future

Once the dust settles, take time to reflect:

• Was the departure predictable or preventable?

• Are there systems or policies that need updating?

• Do you need to hire a replacement, or restructure roles?
  

Turn the transition into a growth opportunity. It’s a great time to improve your hiring practices, update your onboarding/offboarding checklists, or reevaluate your practice goals.

Final Thoughts

When a clinician leaves your behavioral health practice, it doesn’t have to feel like a crisis. With the right planning and support, you can ensure continuity for your clients, protect your business, and move forward confidently.

At BreezyBilling, we support practice owners through every phase of growth — including clinician transitions. From insurance changes to clean billing handoffs, we help you stay organized so you can focus on what matters most: client care.