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Medical Director Switch

Walks a provider through the four phases of switching Medical Directors, from the initial PSM conversation through the day the switch goes live.

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Written by Moxie MD Team

Overview

Use this workflow if you want to move from your current Medical Director (MD) to a new one, whether you're switching to another Moxie in-house MD or bringing on an external MD of your own. The switch happens in four phases, and you need to complete each phase before moving to the next.

Before you start

Confirm the following applies to you before starting the switch:

  • This workflow applies to any provider with an active MD relationship who wants to move to a different MD.

  • You'll work directly with your Provider Success Manager (PSM) throughout the switch. Your PSM is your main point of contact at Moxie for this process.

  • Your current MD requires a minimum of 30 days' notice before the switch can take effect, unless Moxie approves an exception. Ask your PSM if your situation may qualify for a shorter notice period.

  • Only start Phase 1 when you're ready to begin the switch. If your timeline is still weeks or months out, wait until you're ready, since starting the matching process too early can lead to MD introductions you're not ready to act on.

Phase 1: Discuss the switch with your PSM

Before anything moves forward, talk with your PSM about the switch. Be ready to share:

  • Your reason for switching.

  • Whether you've already notified your current MD. If not, that's fine. You'll give your current MD formal notice in the next phase of this workflow.

  • Whether you want a Moxie in-house MD or an external MD. If you already have a specific external MD in mind, tell your PSM so they can walk you through that path.

  • Your target start date. This helps your PSM confirm you're ready to move into matching or onboarding.

Your PSM uses this conversation to determine which path you'll follow in Phase 3.

Phase 2: Give your current MD notice

Once you've talked with your PSM, notify your current MD that you're ending the relationship.

  1. Give your current MD a minimum of 30 days' notice. Phone or email both work.

  2. Confirm with your PSM once you've sent the notice.

Use the template below as a starting point for your notice letter. Edit the bracketed fields, and adjust the wording as needed for your situation.

RE: 30-Day Termination of Medical Director Agreement

Dear [Dr. Last Name],

This letter serves as formal notice of termination of our Medical Director Agreement dated [Original Agreement Date], in accordance with the notice provisions outlined in that agreement.

As specified, this letter provides 30 days' notice, with the effective termination date being [Insert Termination Date – minimum of 30 days from letter date].

This decision has been made in alignment with the evolving needs of our practice and is not a reflection of your services or professionalism, which we have valued throughout our working relationship. We sincerely appreciate your contributions to [Practice Name] and the support you have provided during your tenure.

Please let us know the best way to coordinate final responsibilities and any transition details. We are committed to ensuring this process is handled respectfully and efficiently.

Thank you again for your partnership and support.

Sincerely,

❗ Important — Moxie can't begin matching you with a new MD or start external MD onboarding until your PSM has confirmed your notice was sent. This confirmation is what moves you into Phase 3.

Phase 3: Complete matching or onboarding for your new MD

What happens in this phase depends on whether you chose a Moxie in-house MD or an external MD in Phase 1.

If you're switching to a Moxie in-house MD

If you're switching to a Moxie in-house MD, Moxie's MD Operations team matches you with new MD candidates through the steps below.

  1. Watch for an email from your PSM containing a link to the MD Re-Matching form. Complete it only when you receive it. Submitting it early, before your PSM confirms you're ready, can create a mismatch between your stated timeline and where you actually are in the process.

  2. After you submit the form, Moxie's MD Operations team sends you two MD introductions by separate email.

  3. Reply to each introduction to schedule a brief call with each MD candidate.

  4. Prepare for these calls using the interview guide for your state:

  5. After your calls, watch for a second email from your PSM with a link to confirm your final MD choice. Complete it to lock in your selection.

  6. Once you submit your choice, Moxie's MD Operations team finalizes the switch based on your chosen effective date.

  7. You'll receive two contracts to sign through Dropbox: one to close out your relationship with your previous MD, and one to begin your relationship with your new MD.

✏️ Note — Moxie accommodates MD preferences where possible, but preferences aren't guaranteed. You'll still have a call with each of the two MD candidates before deciding.

If you're bringing your own external MD

If you're bringing your own external MD, follow the steps below to confirm the fit and start onboarding.

  1. Review Using your own Medical Director: what to know with your PSM. This helps you confirm that working with an external MD is the right choice before you commit.

  2. Confirm with your PSM that both you and your chosen external MD want to move forward.

  3. Review the Becoming an External MD guide that matches your setup:

  4. Once you and your external MD both confirm you're ready to onboard, Moxie's MD Operations team reaches out directly to your MD, with you and your PSM copied, to begin onboarding.

  5. Moxie's MD Operations team notifies you once your external MD's onboarding is complete. At that point, Moxie schedules the migration that puts your new MD relationship live.

✏️ Note — Moxie accommodates MD preferences where possible, but preferences aren't guaranteed. You'll still have a call with each of the two MD candidates before deciding.

Phase 4: Your MD switch goes live

Moxie's MD Operations team lets you know when your migration begins and confirms when it's complete.

In some cases, Moxie needs to schedule approximately 2 hours of downtime to migrate your medspa's systems to your new MD. If this applies to you, Moxie's MD Operations team notifies you and coordinates the date and time directly with you.

Once your migration is complete, expect the following:

  • An email confirming the system update is finished, with your PSM copied.

  • An email confirming MD billing is set up for your new MD, with your PSM copied. This doesn't apply if you operate under your MD's own professional corporation (PC).

  • A follow-up from your PSM with any remaining steps needed to finalize the switch on your end, including resetting your in-store payment terminal if Moxie's migration required downtime.

Example

Priya runs a medspa currently working with an in-house Moxie MD, but wants to switch to an external MD she already knows. In Phase 1, she tells her PSM she wants to switch, that she has an MD in mind, and that she wants to start within the next two weeks.

In Phase 2, she emails her current MD giving 30 days' notice and confirms with her PSM once it's sent. In Phase 3, she and her external MD review the CA External MD Overview together, confirm they're both ready, and Moxie's MD

Operations team reaches out to the MD directly to start onboarding.

In Phase 4, Priya gets a confirmation email once the system update and new MD billing are set up, and her PSM follows up on any last steps to close out the switch.

Questions about your switch?

Forward any questions about the MD Switch process to your PSM, or email [email protected].

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