Understanding the Importance of a Transfer Note Nursing Example

Dear SNF Team,

This email is to inform you of the upcoming transfer of [Patient Name], MRN: [Medical Record Number], to your facility on [Date] at approximately [Time].

Patient Information:

• Name: [Patient Name]
• Date of Birth: [Date of Birth]
• MRN: [Medical Record Number]
• Admitting Diagnosis: [Admitting Diagnosis]
• Reason for Transfer: [Reason for Transfer, e.g., Continued Rehabilitation, Skilled Nursing Care]

Brief Medical History:

[Briefly describe the patient’s relevant medical history, including any major illnesses, surgeries, or hospitalizations. e.g., “Patient underwent hip replacement surgery on [Date]. History of diabetes.”]

Current Medications:

[List all current medications, including name, dosage, route, and frequency. Use a table for clarity:]

Allergies: [List any known allergies, e.g., “NKDA (No Known Drug Allergies)” or specific allergies.]

Vital Signs: [Provide recent vital signs, e.g., “BP: 130/80, HR: 80, Temp: 98.6F, O2 Sat: 96% on room air.”]

Current Status: [Describe the patient’s current condition. e.g., “Patient is ambulatory with assistance. Reports pain level of 2/10. Wound on left leg healing well.”]

Special Instructions: [Include any special instructions, such as dietary restrictions, fall precautions, or specific treatment protocols. e.g., “Patient requires a soft diet. Implement fall precautions due to risk of falls.”]

Code Status: [Indicate the patient’s code status, e.g., “Full Code.”]

We will be sending the patient’s medical records electronically. Please do not hesitate to contact us if you have any questions. Our contact number is [Phone Number] and the sending nurse is [Nurse’s Name].

Sincerely,

[Your Name/Hospital Name]

Subject: ED Transfer – [Patient Name], MRN: [Medical Record Number], to [Unit Name]

Dear [Receiving Unit Nurse/Staff],

This email confirms the transfer of [Patient Name], MRN: [Medical Record Number], to your unit from the Emergency Department. The patient is expected to arrive at approximately [Time] on [Date].

Reason for Admission: [State the reason for the patient’s admission, e.g., “Pneumonia, requiring IV antibiotics and respiratory support.”]

Key Findings: [Summarize the key findings from the ED. e.g., “Chest X-ray shows consolidation in the left lower lobe. Blood cultures pending. Oxygen saturation currently at 92% on 2L nasal cannula.”]

Current Medications: [List all current medications and the last time they were administered.]

Ongoing Treatment: [Detail ongoing treatments. e.g., “IV antibiotics (to be continued). Oxygen via nasal cannula at 2L/min. Nebulizer treatments every 4 hours.”]

Allergies: [List any known allergies, e.g., “Penicillin – rash.”]

Special Considerations: [Mention any special considerations. e.g., “Patient is a fall risk. Requires frequent monitoring for respiratory distress.”]

Please be prepared for the patient’s arrival. A complete medical record will be sent with the patient.

If you have any questions before the patient arrives, please call us at [ED Phone Number].

Thank you for your assistance.

Sincerely,

[Your Name/ED Staff]

[Your Hospital Letterhead]

[Date]

[Receiving Facility Name]

[Address of Facility]

RE: Patient Transfer – [Patient Name], DOB: [Date of Birth], MRN: [Medical Record Number]

Dear Admissions Team,

This letter is to inform you of the upcoming transfer of [Patient Name], Date of Birth: [Date of Birth], Medical Record Number: [Medical Record Number], to your facility on [Date]. The patient is being transferred for rehabilitation following [Reason for transfer, e.g., a stroke, hip replacement, etc.].

Summary of Hospital Course: [Briefly summarize the patient’s stay in the hospital, including the major events and treatments. e.g., “Patient admitted on [Date] with a diagnosis of left-sided weakness following a stroke. Received physical and occupational therapy.”]

Current Status: [Describe the patient’s current condition and functional abilities. e.g., “Patient is now stable but requires assistance with activities of daily living. Able to ambulate with a walker.”]

Medications: [Provide a comprehensive medication list, including the drug name, dosage, route, and frequency.]

Diet: [State the patient’s diet orders and any special dietary needs. e.g., “Regular diet, no dietary restrictions.”]

Allergies: [List any known allergies.]

Code Status: [Indicate the patient’s code status.]

Special Needs: [Detail any special needs, such as wound care, specific therapy requirements, or equipment needs. e.g., “Requires wound care for a stage 2 pressure ulcer on the sacrum. Needs physical and occupational therapy. Uses a walker for ambulation.”]

The complete medical record, including all relevant documentation, will be sent with the patient. We kindly request that you contact us at [Your Phone Number] if you have any questions.

Thank you for your attention to this matter.

Sincerely,

[Your Name/Hospital Staff]

Subject: Intra-Hospital Transfer – [Patient Name], MRN: [Medical Record Number] – from ICU to [Floor Name]

Dear [Receiving Nurse/Unit],

This email is to notify you of the transfer of [Patient Name], MRN: [Medical Record Number], from the ICU to your floor at approximately [Time] on [Date].

Reason for Transfer: [State the reason. e.g., “Patient is now stable and no longer requires intensive monitoring.”]

Current Status: [Describe the current status. e.g., “Patient is extubated and breathing spontaneously. Alert and oriented. Hemodynamically stable.”]

Key Issues: [Highlight any key issues. e.g., “Requires frequent monitoring for signs of respiratory distress. Continue to monitor for wound infection.”]

Medications: [List all current medications, their dosages, routes, and frequencies.]

Special Instructions: [Include any special instructions. e.g., “Continue to monitor for pain. Encourage ambulation. Contact the physician immediately if oxygen saturation drops below 90%.”]

The patient will arrive with all necessary medical records. Please let us know if you have any questions.

Thank you,

[Your Name/ICU Staff]

Subject: Pediatric Transfer – [Patient Name], DOB: [Date of Birth], MRN: [Medical Record Number] to [Unit/Facility Name]

Dear Receiving Team,

This email is to notify you of the transfer of [Patient Name], Date of Birth: [Date of Birth], Medical Record Number: [Medical Record Number], to your unit/facility. The transfer is scheduled for [Date] at approximately [Time].

Chief Complaint/Reason for Admission: [Briefly describe the primary reason for the patient’s visit or admission. e.g., “Pneumonia” or “Suspected appendicitis.”]

Current Condition: [Describe the patient’s current condition. e.g., “Patient is currently afebrile. Respiratory rate is 24 breaths per minute. Oxygen saturation is 98% on room air.”]

Medical History: [Include a brief relevant medical history. e.g., “History of asthma. No known allergies.”]

Medications: [Provide a comprehensive medication list, including name, dosage, route, and frequency.]

Diet: [Describe any dietary restrictions or preferences. e.g., “Regular diet as tolerated.”]

Allergies: [List any known allergies.]

Immunizations: [Mention the patient’s immunization status, e.g., “Up-to-date on immunizations.”]

Developmental Considerations: [Provide relevant developmental information. e.g., “Patient is able to communicate well and follows directions.”]

Parent/Guardian Information: [Include parent/guardian contact information and any important details about family dynamics or preferences.]

The full medical record will be provided with the patient. Please call [Phone Number] if you have any questions.

Thank you,

[Your Name/Department]

[Your Hospital Letterhead]

[Date]

[Receiving Facility/Unit Name]

[Address]

RE: Patient Transfer – [Patient Name], DOB: [Date of Birth], MRN: [Medical Record Number]

Dear On-Call Staff,

This letter provides details of the transfer of [Patient Name], Date of Birth: [Date of Birth], Medical Record Number: [Medical Record Number], to your facility/unit on [Date] at approximately [Time].

Reason for Transfer: [State the reason for the transfer.]

Admitting Diagnosis: [Provide the admitting diagnosis.]

Brief History: [Summarize relevant medical history.]

Medications: [Provide a detailed medication list.]

Allergies: [List any allergies.]

Code Status: [State the patient’s code status.]

Current Condition: [Describe the patient’s current condition.]

Special Instructions: [Include any special instructions, e.g., “Monitor for bleeding. Keep patient NPO until further notice.”]

The complete medical record will accompany the patient. For any questions, please contact the charge nurse at [Phone Number].

Thank you for your assistance.

Sincerely,

[Your Name/Hospital Staff]