Termination Process & Letter for Clients

Managing Clients
Table of Contents
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When to Use the Termination Letter Form

Complete the Termination Letter Form to end services for:

  • Active clients
  • Prospective clients

All clinicians must complete this form to ensure all systems and processes are properly updated and synced.

How It Works

  1. View the Termination Letter Form below.
  2. Select the Reason for Cancellation.
  3. The form will automatically generate the appropriate Termination Letter.
  4. If applicable, search for matching referrals using the Referral Network and insert them directly into the letter.
  5. Submit the form.
  6. Download the generated PDF.
  7. Upload the PDF to TN.
  8. Send the letter to the client via the Client Portal.

Important Requirements

  • A termination letter is required for every client once treatment ends, regardless of the reason.
  • This formally concludes the therapeutic relationship.
  • It provides clarity to the client and prevents any implication of ongoing therapeutic responsibility.
  • Do not include diagnosis details or confidential treatment information.

Termination Note Requirement

  • If the client has not completed the Disclosure Statement/About Me, a Termination Note is not required.
  • See: Termination Note Expectations for full details.

FAQs

Do I need to mention diagnosis or therapeutic treatment details?
No. Do not include confidential clinical information.

Do I need to send the termination letter to the client?
Yes. Send it through the Client Portal.

Do I need to complete this form if treatment was successful?
Yes.

Do I need to complete this form if I am going on leave (including FMLA) for more than one month?
Yes. A termination letter must be completed for each client to document the client’s plan during your leave.

Do I need to complete this form if I am resigning from Overcomers?
Yes. A termination letter must be completed for each client prior to your last day. This ensures the file reflects the client’s treatment plan after your departure.

Reminder: Every concluded therapeutic relationship requires a termination letter—no exceptions.