The following is an example of an appropriately configured letter template:
Dear <DOCTOR>,
The Hyland Hospital Medical Staff Rules & Regulations and the Joint Commission standards require that all medical records be completed within 30 days of a patient's discharge. Attached is a list of your incomplete medical records that require your immediate attention.
Please be advised that records that are 23 days or older will be over 30 days when the next Suspension List is posted on <NEXTWEEK>. To avoid temporary suspension of your admitting and surgical posting privileges, you must complete your records and any outstanding dictations. You may access the OnBase Medical Records Management system on any nursing unit or in the Medical Records Department for signatures. If you do not complete these records and dictations by <NEXTWEEK>, your privileges will be suspended.
Total Charges: <TOTALCHARGES> Total Deficiencies: <TOTALDEFS> Total Charts: <TOTALCHARTS>
If you have any questions about your incomplete charts, please call Carol Smith at (440) 555-1234 or stop by the HIM Department.
Regards,
John Smith, MD Chairman, Medical Staff