Hospital Transfer Letter Templates | Word & Excel Templates

The mechanism of transferring patients is very common in hospitals. Patients are either transferred from one department to another of the same hospital or another hospital. The purpose of patient transfer is usually to ensure that the patient’s treatment is being managed effectively.

What is a hospital transfer letter?

A hospital transfer letter is an official document used when a patient is transferred from one hospital to another. It is usually written to the hospital’s management or administration.

What is the purpose of writing a hospital transfer letter?

This transfer letter is usually written to inform the hospital that the patient is being transferred to another hospital or part of the same hospital. Some people also write this letter to obtain permission from the administration to transfer the patient.

When should I write the transfer letter in the hospital?

There are different scenarios in which writing this letter is very useful. Some of them are being discussed below:

For diagnostic procedures:

Often, hospitals have to fall back on other hospitals because of the unavailability of better or proper diagnostic procedures. Hospitals understand that patients can get better diagnostic facilities in some hospitals. In this situation, they suggest that the patient or family members of the patient decide to transfer the patient. Anyone who makes this decision writes the transfer letter.

For better care service:

It is quite possible that the hospital you have chosen for your patient might not have the facilities that the patient needs for quick recovery. In this situation, the patient must be taken to the hospital, where the facilities are better and proper care can be given. Taking the patient to another hospital for better treatment can also achieve an advanced level of care.

What are the benefits of writing the letter?

It streamlines the process:

When you write this letter to the hospital, and it understands that it makes sense, it will consider certain things. The doctors and nurses in the hospital will have to make a proper plan and preparations before the transfer occurs. This preparation aims to ensure the patient does not face any inconvenience while he is transferred.

It helps in decision-making:

When the hospital comes to know that there is a need to take the patient to another hospital, the hospitals give its expert advice to the patient and his family about which mode of transfer will be safer for the patient, who should accompany the patient while transporting, what kind of monitoring will be required. In contrast, the patient is being transferred and much more.

It helps the patient after transfer:

If the transfer letter has been written to transfer the patient to his house, the doctor will make a proper strategy that will come into action after the transfer. Doctors will tell the patients the proper measures to be taken to ensure their safety. In this way, the patient gets proper treatment even at home. Furthermore, the doctors also consider all the risks of taking the patient to another hospital or home.

Tips for writing the transfer letter:

When you write this letter to the hospital, you should provide the hospital with comprehensive introductory details about the patient. The letter should describe the patient’s age, medical condition, and more.
The reason you have decided to transfer the patient should also be stated in the letter. This is an important part of the letter that should not be overlooked.
Attach all the required documents with a letter, such as the patient’s medical reports, X-ray and ultrasound reports, and prescriptions from all the doctors the patient has visited.
Ask the hospital to anticipate the complexities associated with the transfer so that you can determine whether this decision will be viable.

Sample letters:

#1

Name of the patient:
Contact details of the patient:

Dear (healthcare provider),

Mr. ABC is a 50-year-old patient admitted to the Department of Nephrology in your hospital. The patient had an appointment on (mention the date). The patient’s diagnosis is (include diagnosis). The risk involved is (mention risks). Based on the aforementioned diagnoses, we have decided to transfer the patient to (mention the name of the hospital). Please find the patient’s medical history and record enclosed in the letter.

I would like to request that you provide details about how to transfer the patient to another hospital and the anticipated risks. I am duly satisfied with your hospital’s services.

Sincerely,

Add your name

File: Word (.docx) 2007+ and iPad
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#2 Emergency Transfer Letter

This letter is to request the emergency transfer of our 50-year-old patient, John Doe to the XYZ hospital. He was brought to us at (hospital name) at 2:00 AM in a state of emergency after a car accident. We have provided the first aid, but our hospital lacks the facilities for further treatment since he has sustained critical injuries.

We, therefore, suggest his emergency transfer to your hospital where he can receive immediate attention due to the availability of modern equipment. We have attached his current medical report for reference. Please feel free to contact us for further details.

Thank you for your urgent action.

#3 Interdepartmental Transfer Letter

This is to formally request for the transfer of XYZ, age 9, from the General Ward to the Children’s Ward. He was admitted for (condition) on the 24^th of September and has been under the care of Dr. ABC and his team.

The patient is now stable but needs further evaluation from a specialized pediatrician. He should, therefore, be shifted to the Pediatric department tomorrow morning after his 9 Am evaluation.

Thank you for your assistance.

#4 Post-surgical Transfer letter

This is the formal transfer letter of XYZ to the Physiotherapy department at ABC Hospital. XYZ underwent surgery on Monday, 23^rd September. After 5 days of being under observation, he has been cleared for transfer to the Physiotherapy department for post-operative rehabilitation.

His reports will be available at the reception. Please contact Dr. Doe for further details.

Thank you for your assistance.