Dear Valued Patient:
Due to family illness, it is with great regret that I am announcing the closure of my medical practice and clinic at AdvancedMD, effective February 14th 2020. After more than 28 years of active medical practice in our community, it has been both an honour and a privilege having served as your Physician. I want to thank you for the trust and confidence that you have placed in me.
Regretfully, I have been unable to make arrangements for a physician to take over my practice. To ensure that your medical care is uninterrupted, it is very important that you make arrangements to obtain a new Family Physician at your earliest convenience. To this end, I hope that the following resources may be helpful to you:
- The Region of Niagara lists on its website Family Physicians currently accepting patients. You can visit their website at here.
- You may contact Health Care Connect.Health Care Connect is a Ministry of Health initiative that helps Ontarians find new health care providers. After our closure, you can register with the Health Care Connect Program by calling 1-800-445-1822.
After finding a new Family Physician, please ensure that you update all medical encounters with the name of your new Doctor. This includes Emergency Department visits, Hospital visits, Specialists and Consultants that you see, Walk-In Clinic visits, X-rays, Ultrasounds, Diagnostic imaging, Laboratory tests, etc. This will ensure that your reports and results will be sent to your new Family Physician for review and follow up. After February 14, 2020, my Family Practice and AdvancedMD Urgent Care Clinic will be permanently closed.
When AdvancedMD closes, your medical records will be protected, stored and maintained for the required retention period by Records Management Ltd.
Records Management Ltd. is a facility recognized by the Ontario Medical Association. They will ensure the security and privacy of your medical records, and upon your request, will provide you or your new Family Physician with an electronic or paper copy of your medical record for a non-prohibitive fee. Unfortunately, the transfer of medical records is not an OHIP insured service. Records Management Ltd. have ensured that they meet the guidelines set fourth by the regulatory bodies regarding patient record retention and privacy policies. Records Management Ltd. phone number is 1-800-775-0093 or find them online at www.recordsregistry.ca
I have also enclosed for your ease of reference a “Frequently Asked Questions” sheet that contains basic information on how to access/manage your medical records and how to transition to another doctor.
It is with great sadness that I made the difficult decision to close my Family Practice and Clinic. On behalf of the AdvancedMD team, Andrea, Tara, Cathy, Rebekah and I have thoroughly enjoyed our interactions and regular visits with you. Thank you for giving us the opportunity to be a partner in your medical care over the years.
Please accept our best wishes to you for success, health and happiness in the years to come.
With warm regards,
Dr. Colin I. Zides
November 1, 2019
*Please open the link and click “Save as” in order to save a fillable copy of the patient Consent Form on your computer. You can also request your medical records here.
1. When is Dr. Zides’ office closing?
Dr. Zides’ office will close to seeing patients on February 14th2020. The College of Physicians and Surgeons of Ontario requires closing Physicians to notify active patients of the closure of their practice. Dr. Zides hopes to give you a sufficient period of notification so you have time to find a replacement Family Doctor.
2. Can I still see Dr. Zides before the clinic closes on February 14th2020?
Yes. From now until February 14th2020, Dr. Zides is still seeing patients. Please call the office to make an appointment or visit through the walk-in clinic. It is generally not easy to find a family doctor who meets your individual needs and so it is advisable for you to make arrangements with a new Family Doctor as soon as possible.
3. How can I find a new family doctor?
In addition to the resources mentioned in Dr. Zides’ letter, you can also speak with friends and other family members about a referral to their Family Physician. You may also locate Family Physicians practicing in your area by consulting the College of Physicians and Surgeons of Ontario (CPSO) website (http://www.cpso.on.ca/public-register/all-doctors-search). You will need to contact each office to see if they are accepting new patients. Again, you can also contact Health Care Connect. This service provided by the Ministry of Health will help you find a new Family Physician in your area. Their phone number is 1-800-445-1822. You will be only able to register with them after Dr. Zides office closure. The Region of Niagara lists on its web site Family Physicians who are accepting patients. You can visit their website https://www.niagararegion.ca/health/find-a-doctor.aspx.
4. What will happen to my medical records?
By law, Ontario Physicians have an obligation to store their patients’ medical records for at least ten years after the date of last visit. Dr. Zides has made arrangements with Records Management Ltd. (recognized by the Ontario Medical Association) to store and handle all his medical records after the closing of his office.
5. How can I obtain my medical records?
By signing the attached consent form, Records Management Ltd. will scan, combine and prepare a paper or digital copy of your medical records for you in four to six weeks’ time. Alternatively, you may authorize your new Family Physician to request a transfer of medical records to his/her office from Records Management Ltd.
6. Do I have to pay for a digital or paper copy of my medical records?
Yes. Records Management Ltd. will charge fees, with applicable taxes and delivery for the service of copying and transferring of patient records. All fees are non-prohibitive and payable to the Records Management Ltd. Unfortunately, OHIP does not cover any documentation services, and “transfer of medical records” is one of those services, along with completing insurance forms, sick notes, etc. Dr. Zides will not be involved in this process at any time.
FEES TO PATIENTS
Online e-courier service (link to download PDF)
Single patient chart: $ 75.00 plus HST & delivery (or total of $ 99.44)
Families of 2,3 or 4 residing at the same address:
$ 150.00 plus HST and delivery (or total of $ 198.88)
More then 4 family members residing at the same address:
Please add $ 50.00 for each additional patient plus HST (or a total of $ 56.50 per additional patient)
Paper copy or CD copy:
Regular fee based on the number of pages the medical record contains
7. Can I obtain a copy of my medical records before February 14, 2020, in case I find a Family Doctor earlier?
Yes. You are most welcome to call Records Management Ltd. at 1-800-775-0093 for a copy of your records. Your file will be released at that time from Dr. Zides’ office and transferred to the Records Management Ltd. for copying and storage.
8. Do I need to have a Family Doctor in order to obtain a copy of my medical record?
No. However, it is advisable for you to time your request to tie in with your search of a new Family Doctor. Please see FAQ 7 above.
9. What about appointments I have already booked with Dr. Zides?
Booked appointments from now through to February 14th, 2020 will occur as usual. If you have located a new Family Physician and wish to be seen there, please call to cancel your appointment with Dr. Zides so that another patient can have the opportunity to book an appointment.
10. What about Specialists’ appointments or tests booked by Dr. Zides before or after February 14th, 2020?
Please keep the appointment with your Specialist and have your tests/investigations completed. When you see the Specialist or have tests performed, whether it is for the first time or in follow up, please updatethe Specialist (s), Laboratories, X-ray, and testing facilities about the closing of Dr. Zides practice/clinic and provide them with information on your new Family Physician. This will ensure that the Specialist or testing facility will send their reports and results to your new Family Doctor for review and follow up. You may also request copies of those reports from them directly for your own records. If you have not been able to find a new Family Physician, please review the results of investigations or recommendations from your Specialist directly with them or with a Physician at a Walk-In Clinic (or if required through an Emergency Department).
11. If I cannot find a new family doctor by February 14th, 2020, and I am running out of prescriptions, or need to see a Doctor, what should I do?
Dr. Zides will try to give enough medication for three additional months when you come in for your prescription refill. After February 14, 2020, if you run out of prescriptions or need to see a Physician before finding a new Family Physician, you can visit a Walk-In Clinic (or Emergency Department if required). Please bring your medication bottles/compliance packs/lists with you to the Health Care Provider for their review. However, to ensure continuity of your care, please make arrangements with a new Family Doctor at your earliest convenience.