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.
Implement a Staff Training and Transition Plan
Relocating a medical practice affects not only your physical space but also your team’s daily operations. Develop a comprehensive staff training plan that prepares your employees for changes in workflow, technology systems, and patient management procedures in the new location.
Schedule orientation sessions before the move to familiarize staff with the new floor plan, emergency protocols, and any modified processes. Consider creating detailed procedure manuals with updated protocols specific to the new space.
Assign transition champions within each department who can help troubleshoot issues and provide peer support during the adjustment period. Keep staff morale high by soliciting their input on workspace design and addressing concerns promptly.
Plan for reduced patient scheduling during the first few days or weeks in the new location to allow staff time to adapt while maintaining quality care standards. Establish regular check-ins during the first month post-move to identify any operational issues that need addressing.
A well-prepared staff ensures a smoother transition for patients and helps maintain consistent quality of care during the relocation process.
Manage Legal and Regulatory Compliance
Medical practice relocations involve numerous legal and regulatory considerations beyond standard office moves. Address these critical compliance aspects by reviewing and updating all insurance provider contracts with your new address.
Notify appropriate government agencies including state licensing boards, DEA, Medicare/Medicaid, and your National Provider Identifier system. Ensure secure transfer of medical records in compliance with HIPAA regulations and develop a records retention policy that follows state requirements, typically 7-10 years for adult records and until age 21 plus statute of limitations for minors.
Properly dispose of or transfer medications according to DEA regulations and verify the new location meets all healthcare-specific building codes, zoning requirements, and ADA accessibility standards.
Don’t forget to update practice entity information with state corporate filings if applicable and review employment contracts that may have location-specific clauses. Addressing these regulatory requirements early in your planning process helps prevent compliance issues that could disrupt your practice operations after relocation.
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 doctor office relocation 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.
Medical Office Moving: FAQs
How far in advance should we notify patients about our relocation?
Ideally, inform patients at least 60-90 days before your move date. This gives them adequate time to plan for any appointment changes and update their personal records. Continue reminders through multiple channels as the move date approaches.
Do we need to update our medical license when changing locations?
Yes, most state medical boards require notification when changing practice addresses. Contact your state’s medical licensing board to understand the specific requirements and timeframe for reporting your new location.
Can we keep the same phone number after moving?
In most cases, yes. Work with your telecommunications provider well in advance to arrange for phone number portability to your new location. This consistency helps patients maintain contact without confusion.
Will our insurance contracts be affected by our move?
Insurance participation generally transfers to your new location, but you must notify all payers of your address change according to their specific requirements and timeframes. Some contracts may need amendments if you’re moving to a different service area or county.
How can we make our new space feel familiar to established patients?
Incorporate recognizable elements from your previous office such as similar color schemes, familiar artwork, or the same check-in procedures. A welcome guide with a simple map of the new layout can also help patients navigate the space confidently on their first visit.
Plan Your Medical Office Move With ARC Relocation
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!