Moving a medical practice requires extensive planning and preparation to ensure a smooth transition to the new location. Unlike moving a regular office, relocating a medical practice needs to take into account specialized equipment, patient notifications, adhering to healthcare regulations, credentialing with insurance providers, and minimizing downtime.
This comprehensive guide will walk you through the key steps when moving a medical office so you can coordinate a successful relocation.
Choose the Right Location
Deciding on the ideal new location is one of the most critical parts of moving a medical practice. You’ll first need to determine whether you want to lease or purchase office space. Then partner with a commercial real estate agent who specializes in medical office spaces. They will understand requirements like:
- Accommodating specialized medical equipment
- Compliance with healthcare regulations and patient safety protocols
- ADA accessibility
- Privacy and security considerations
Look for a space meeting your functional needs like room for exam areas, waiting rooms, storage, etc. Ensure there’s adequate parking for patients and deliveries. Check projected growth for the area and traffic patterns. Get zoning approvals for operating a medical business if required.
Assemble Your Moving Team
Once you’ve selected a new location, it’s time to hire professional movers experienced in relocating healthcare facilities. They should:
- Meet all state and federal regulations for moving medical equipment
- Have technicians to properly disassemble and reassemble sensitive equipment
- Know how to safely transport, pack and handle healthcare items
- Have experience with medical gas rigging to move tanks
Also be sure they carry insurance with high enough limits to cover specialized medical equipment. Using expert medical movers reduces risks and liability during the transition.
This sounds like a lot of work, right? This is where professional relocation companies like ARC Relocation come in. We can help you relocate your office and team limiting any downtime.
Update Marketing Materials
Order new marketing materials like appointment cards, brochures, website, and signage with the new address. This will redirect patients and new referrals.
Run ads in local newspapers, newsletters, and on social media announcing the new office location. Use multiple patient communication channels informing them of the upcoming move.
Notify Important Contacts
There are many organizations and services that need to know about an address change. This includes:
- Insurance providers – Update Medicaid, Medicare, private insurers
- Credentialing services
- Healthcare networks
- Government regulators
- Medical labs
- Equipment/device suppliers
- Answering services
- IT/data management
- Billing company
- Waste management
- Payroll provider
- Attorney
Doing this early ensures no disruption to payments, licensing, equipment management or other services after relocating.
Transfer Medical Records & Data
Work internally and with vendors to safely transfer medical charts, test results, imagery, billing details and other data to the new facility. Physical records may need to be professionally packed and moved. Digital files require data migration planning – ensure nothing gets lost in transition.
Update EHR/EMR software with new address. Confirm that hardware, connections and systems will be ready on day one at the new medical office. Our destination services can help ensure that all medical records are transferred safely.
Pack & Move Non-Medical Items
Your moving company can handle standard office contents like furniture, office supplies, files, decorations and other basic items. Have them box items systematically so they can be easily unpacked on the other end.
Shred any unnecessary paper files before the move. Scan important documents to digitize records. Request file boxes, scanners and shredders from your move coordinator if needed. Purging old materials makes for lighter moving loads.
Handle Specialized Equipment
Medical movers with specialized relocation training will transport and reinstall complex equipment like:
- Medical imagers – x-ray, CT, MRI machines
- Endoscopy systems
- Surgical tools/robotics
- EKG/ultrasound machines
- Exam tables
- Microscopes
- Autoclaves & sterilization equipment
They follow all calibrating, validating, and permit requirements when re-commissioning healthcare technology in the new space. This ensures critical devices function properly when patient care operations resume.
Minimize Downtime
Proper coordination keeps downtime between closing the old office and opening the new one short. Schedule movers, equipment technicians, painters, cleaners, etc. so no time is wasted between sites.
Consider overlapping leases if feasible to operate in both locations simultaneously. Gradually move administration/back-office operations first while clinicians remain working in current office. Then transition patient appointments/procedures over once the new site is fully functioning. This prevents appointment cancellations or rescheduling.
Adjust Floorplans if Needed
If the new office layout differs significantly from the old, use the opportunity to improve workflow. Adjust placement of workstations, technology, exam rooms and equipment to optimize staff collaboration and patient experience in the new space.
Coordinate with architects, space planners and moving crews so adjustments are sequenced appropriately during the transition.
Perform Deep Cleaning
Healthcare facilities require more stringent infection control and sanitization before opening. Schedule professional medical-grade cleaning for the new office space before move-in.
Cleaners experienced in disinfecting clinical environments will prepare the site using proper techniques and hospital-grade solutions. This prevents spread of pathogens and protects vulnerable patient populations.
Verify Proper Setups
Conduct walkthroughs of the new medical office before opening to verify:
- All equipment, technology and systems were properly reinstalled and tested
- New utility accounts activated for power, waste disposal etc.
- Compliance with fire & building codes
- Infection control protocols in place
- Medical gases hooked up and operational
- Cleaning/disinfecting completed
- Signage placed for wayfinding
Correct any remaining issues immediately to avoid delays or patient safety risks.
Communicate Move Details to Patients
Use multiple channels to inform patients of new location details, last days at old office, and first days open at new office. This includes:
- Signage/flyers posted at old location
- Website/social media announcements
- Emails, letters and phone calls to existing patients
- Answering machine message noting address change
- Notify large referral partners like hospitals
Continue notifying and redirecting patients to the new site for 1-2 months post-relocation. Assist older or transportation-dependent patients travel to the new office if feasible.
Plan an Open House
Host a new medical office open house event for patients and healthcare partners to see the new facility. This also serves as a media event to gain local news coverage.
Highlight new capabilities, technologies and patient offerings now available. Thank loyal referral partners with small gifts. Use it as an opportunity to reinforce your brand.
Moving a medical practice takes significant coordination across many stakeholders. Following this comprehensive guide will help execute a smooth relocation so you can get your new office up and running quickly. Let us know if you need any assistance with your upcoming medical office move!