Flu season is in full swing right now. So it may not be ideal to schedule a medical office move at this time. But we understand that things can happen unexpectedly; requiring companies to move during not so ideal times. Moving a medical practice requires special considerations. If you are planning to move your medical office or clinic create a checklist specific to your practice right away. Even if your move isn’t scheduled to occur for another year or so, creating a checklist will ensure that all important tasks are being worked on and will be completed before the move date.
Finding the Right Medical Office Space
First thing on your list should be finding a new location. Whether you’re leasing or plan to purchase your space it is always a good idea to contact a Commercial real estate agent/broker who specializes in medical office space. You want someone who understands the unique requirements of a medical practice for meeting patient safety and regulatory compliance. That can range from design improvements for safe operation of radiation-producing medical equipment to ADA compliance to limited landlord access (for leased office space) and more.
Work with Experienced, Professional Movers
Next on your list will be finding the right professional mover. You need to minimize your downtime to avoid loss of billable patient hours, so hiring an experienced moving company is key! Moving a medical practice requires specialized expertise and equipment. The movers you hire should be able to move office furniture, filling systems, cubicles, exam tables, and more. The moving team should also consist of technicians with expertise in decommissioning sensitive equipment, packing it and safely moving it without damage. Once they reach the final destination the movers must recommission the equipment to make sure that they are fully functional and ready to be used right away.
Prepare Your Orders for Printable Materials
One thing that tends to get overlooked is the change of address. Make a list of printable materials such as appointment cards, prescription pads and letterheads you need to order with your new address. Also be sure to set up mail forwarding to the new address. These tasks should be done a few months ahead of the move date to avoid any interruptions in business.
You will need to make numerous notifications about your change of address. Below is a list of a few establishments that should be notified of your address change.
- Insurance Providers (Medicare, Medicaid, In Network Providers, etc.)
- Payroll services
- Call center/phone answering services
- Medical waste disposal company
- Maintenance company
Notifying your patients
Last but not least, you must properly notify patients and former patients about the move, and it is best to do so using multiple methods. Place a sign on your door and in the office announcing the move at least 30 days in advance. Add a notice to your phone greeting. Publish a notice about the move in local newspapers once a week for four consecutive weeks with the date of move and new address. Notify patients by email and mail, and tell each patient about the move as they check in/out. Notify each patient scheduled for a visit after the move by phone. Announce the move on your website and any social media accounts.