The Role of the Professional Executor

As I’ve been talking with people about their professional wills, I occasionally hear the response, “I’ve swapped roles with a colleague so I’m good.” Sounds logical. Do we really know and understand what we are agreeing to?

Client Interaction

The Professional Executor is the first point of contact for any scheduled clients. Their role is to contact scheduled clients and share with them the appointment cancellation and any referral guidance. This means being available to call clients and respond to their requests in a timely manner. The Professional Executor should share this information with empathy and compassion. This is often a challenge for our colleagues as they have their own clients they are scheduled to see.

Communicating with clients who do not have an immediate appointment scheduled is also required. Whether their appointment is next week or next month, the Professional Executor needs to reach out to ALL clients and discuss transfer of care. Former clients should also be notified of how to now access their records.

Clients will have grief responses. Navigating those responses and offering support is also a critical role of the Professional Executor. Referring clients to meaningful resources to help support them is essential.

Closing the Practice

Securing confidential information from within the therapist’s office is another role of the Professional Executor. Ensuring confidential information is stored ethically and legally is critical. In addition to closing the physical and virtual environment of the therapist’s office, the Professional Executor will need to notify insurance companies, malpractice insurance carrier(s), business partners, and the referral resources to whom clients may be directed. Additionally, the Professional Executor may complete final insurance billing, client billing and process payments on behalf of the therapist. They will need to close accounts and conduct final bookkeeping responsibilities.

Clinical Records Transfers

Screening for appropriate releases of information is a critical role for the Professional Executor. Ensuring records are transferred in an ethical manner is a core responsibility. The Professional Executor will need access to all records whether stored electronically or in paper files.

Record Retention

Knowing the state law for records retention is critical for the Professional Executor. Their task is to confirm all records are kept for the appropriate number of years. The Professional Executor is also responsible for the destruction of records at the appropriate time.

Liaison with Personal Executor

The personal executor will have questions and may have little, if any, knowledge of the day-to-day operations of a therapy practice. Keeping the personal executor updated on the status of client care (while complying with HIPAA, of course), practice closure steps, financial transactions, and records status, are all responsibilities of the Professional Executor.

While it may seem like a good idea, to “swap” with a colleague, serving as a Professional Executor is a life of its own. And yet, we grieve too! We also need to consider how our colleague may grieve for us. Emotionally, they may not be in a good place to complete all of these tasks and responsibilities.

Hiring a Professional Executor Gives Peace of Mind

At Legacy Archive Solutions Team, we serve as Professional Executors for licensed professionals. Our experienced team provides compassionate care and exceptional client services. At LAST, you have peace of mind knowing that your clients are cared for when you are unable to do so.

📌 Key Takeaway: A dedicated Professional Executor protects your clients, your practice, and your legacy when you cannot.

Disclaimer: This information is for educational purposes only and is not intended to serve as legal advice.

© 2026, Dr. Susan Meyerle, Legacy Archive Solutions Team