Physical Therapist Resignation & Patient Handover Form

Streamline Physical Therapist Transitions with Professional Offboarding

When a physical therapist leaves your practice, ensuring seamless continuity of patient care isn't just good practice—it's essential for patient outcomes, regulatory compliance, and maintaining your clinic's reputation. This Physical Therapist Resignation & Patient Handover Form template from Paperform helps healthcare administrators and clinic managers capture every critical detail during the offboarding process.

Why Physical Therapy Offboarding Requires Special Attention

Unlike many professions, physical therapist resignations involve complex handovers that directly impact patient care. Active treatment plans must be transferred, insurance authorizations reassigned, specialized equipment documentation updated, and discharge planning completed—all while maintaining HIPAA compliance and ensuring no gaps in patient care.

This template addresses the unique challenges faced by physical therapy clinics, rehabilitation centers, sports medicine facilities, and hospital-based PT departments during staff transitions.

What This Template Includes

Our comprehensive form captures:

• Therapist information and resignation details including effective dates, reason for departure, and contact information for follow-up questions
• Patient caseload assessment with current active patients, treatment status, and discharge vs. transfer recommendations
• Treatment protocol handover documenting specialized techniques, patient-specific modifications, and exercise progression plans
• Insurance authorization transfer tracking pre-approved sessions, pending authorizations, and carrier contact information
• Equipment calibration and usage notes ensuring proper handover of modalities, specialized devices, and maintenance schedules
• Professional documentation confirming all patient records are current, SOAP notes completed, and billing properly submitted
• Knowledge transfer capturing clinic-specific protocols, patient relationship insights, and ongoing continuing education commitments

Perfect for Healthcare Facilities of All Sizes

Whether you're managing a solo practice or a multi-location rehabilitation network, this template scales to your needs:

• Private physical therapy practices can ensure smooth patient transitions when a therapist leaves
• Hospital rehabilitation departments can maintain documentation standards across staff changes
• Sports medicine clinics can preserve specialized athlete treatment protocols
• Pediatric therapy centers can ensure continuity for children's developmental programs
• Outpatient rehabilitation facilities can track insurance authorizations through personnel changes

How Paperform Enhances Healthcare HR Workflows

This template leverages Paperform's powerful features designed for healthcare administration:

Conditional Logic: The form adapts based on whether the therapist is transferring patients internally or planning full discharges, showing only relevant questions and streamlining the process.

Secure Data Collection: With SOC 2 Type II compliance and encryption, your sensitive patient information and HR data remain protected throughout the offboarding process.

Multi-Page Organization: Complex handover information is broken into logical sections, making it easier for departing therapists to complete thoroughly without feeling overwhelmed.

Document Uploads: Therapists can attach treatment protocols, exercise programs, calibration certificates, and other essential documents directly to their submission.

Email Notifications: Automatically notify HR, clinic managers, and supervising PTs when a resignation form is submitted, ensuring immediate action on patient care transitions.

Automate Your Healthcare Offboarding Workflow

Take your PT offboarding process further by connecting this form to your existing systems using Stepper, Paperform's AI-native workflow automation tool:

• Automatically create tasks in your practice management software for patient reassignments
• Generate handover reports for incoming therapists with all critical patient information
• Update your scheduling system to block the departing therapist's calendar
• Create calendar reminders for exit interviews and equipment return deadlines
• Sync data to your HR system for benefits processing and final payroll
• Trigger notifications to insurance coordinators for authorization transfers

With Stepper, what used to take hours of manual coordination becomes an automated workflow that ensures nothing falls through the cracks during staff transitions.

Maintain Compliance and Quality of Care

Healthcare facilities face unique regulatory requirements during employee transitions. This template helps you:

• Document proper handover of patient information in compliance with HIPAA
• Maintain continuity of care standards required by accreditation bodies
• Preserve evidence of professional responsibility for licensing requirements
• Create audit trails for insurance companies and third-party payers
• Protect your facility from liability by ensuring comprehensive knowledge transfer

Designed for Physical Therapy Professionals

This template speaks the language of physical therapy, including fields specific to:

• Treatment modalities (ultrasound, electrical stimulation, manual therapy techniques)
• Exercise prescription and progression protocols
• Functional outcome measures and reassessment schedules
• DME (Durable Medical Equipment) recommendations and fittings
• Return-to-sport or return-to-work planning
• Home exercise program documentation

Get Started in Minutes

Simply customize this template to match your clinic's specific needs—add your logo, adjust questions to reflect your protocols, and apply your brand colors. The intuitive doc-style editor makes it easy to modify without any technical skills.

Whether you're an HR manager in a large hospital system, a clinic director at a private practice, or a rehabilitation department supervisor, this template gives you the structure you need to handle physical therapist resignations professionally while maintaining the highest standards of patient care.

Start using this template today and transform a potentially disruptive staff transition into a well-coordinated handover that protects your patients, supports your remaining team, and maintains your facility's reputation for excellence.