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About 40 million Americans relocate each year, causing the US Postal Service to process over 38 million change-of-address forms annually. If you’re relocating your business, you’re going to need a lot more than a change-of-address form!

Here are the seven steps you need to take for an efficient medical practice relocation process. With these tips, you make the move without stress (for you and your patients).

Make a plan and get a move on without hassle using these seven easy relocating medical practices advice!

1. Make a Plan

Before making any exact plans, start drafting a schedule for yourself. It’s important to start planning as soon as you make the decision to move. That way, you can make adjustments as needed (instead of stressing out at the last minute).

First, take stock of your current offices. How big are they? How much medical equipment do you have?
Taking stock of your offices will indicate how long the move will take.

Make a list of everything you plan on taking with you to the new offices. You’ll need this list before contacting any movers.

While you’re at it, make a list of everything you need to do long before the day of your move. For example, you might need to:

  • Inform patients
  • Pack
  • Contact movers
  • Rearrange meetings and appointments
  • Send out announcements

Take the time to review your current lease, too. Are you leaving early? Depending on the terms of your lease, you might lose your deposit for moving too soon.

Review all move-out details that are listed in your lease, too. What happens if the property is damaged? When do you have to give notice that you’re moving your practice?

During this planning stage, set a budget for your move, too. That way, you don’t unintentionally overspend.

2. Choose the Right Location

In the meantime, start searching for a new office location.

Do you want to lease or own your new offices? Make that decision before you contact a real estate agent or broker. Look for a professional who specializes in medical office spaces, too.

They’ll understand the requirements you need for your medical practice relocation. For example, you have to consider regulatory compliance as well as patient safety protocols. In some cases, you’ll need to make design improvements sot the space to ensure the safe operation of your equipment.

Are you using radiation-producing medical equipment? Is your new space ADA complaint? If your space is leased, can you ensure limited landlord access?

Make sure to specify these requirements with your real estate broker before choosing a location.

3. Partner With Professionals

Once you know where you’re moving and when you’re relocating your offices, it’s time to contact a team of professionals.

Make sure to find professional movers who understand the preparation necessary to move your equipment. Your moving team should meet state and federal guidelines for moving and transporting your medical equipment. If they don’t, keep searching.

During the course of your search, ask if the techniques have prior experience disassembling sensitive equipment. Can they pack and move your equipment without damaging anything?

Make sure to find a moving company that’s insured and bonded, too. That way, you’re not responsible for any damages that occur during the course of the move.

After the move is complete, make sure to schedule a time for the proper technicians to arrive. They’ll need to test and re-commission the equipment before you start taking patients again.

4. Update Your Marketing Materials

When relocating medical practices, it’s important to update all of your marketing materials. Otherwise, you might unintentionally confuse current and prospective patients.

First, make sure to send out a digital announcement. You can add a banner to your website and post about your new location on social media. Let your patients know about the date of your move.

Next, update your bring materials. You’ll need to update your appointment cards, prescription pads, and your letterheads. Make sure to double-check your new address before getting anything printed.

Don’t forget your signage! You’ll need new signs for your front door.

Try placing these orders as soon as you finalize your new location. That way, you don’t have to wait until months after the move to get updated materials.

5. Prepare Notifications

Before your move, you’ll need to make numerous notifications regarding your change-of-address.
First, prioritize your payers, including:

  • Medicare
  • Medicaid
  • In-Network Providers

Notify each organization long before your move. That way, you don’t have to stress out about delaying payments.
You’ll also need to notify providers of services. That can include:

  • Payroll services
  • Billing services
  • Maintenance
  • Medical waste disposal
  • Answering services

If you have numerous physicians on your team, make sure each one submits a change of address to all necessary licensing authorities.

The US Drug Enforcement Agency requires each physician to send written notification before you move.

Otherwise, make sure to contact the necessary laboratories, hospitals, and professional organizations. Do you acquire services from vendors that provide medical equipment and supplies? Don’t forget your insurance rep, bank, attorney, and post office, too!

Your patient notifications will need time as well. Use numerous methods when notifying your patients. For example, you can put a sign on the door, send emails and mailers, and change your phone greeting.

6. Pack Ahead of Time

Don’t wait until the last minute to start packing. Instead, try to pack little by little in the weeks before your move. Packing in phases can make your medical practice relocation a lot easier.

Otherwise, you’ll have to scramble at the last minute.

Make sure to leave any materials you need to access regularly for the last minute. Label each box with a list of what’s inside and number the boxes. If you need to find something, you’ll know where to look.

7. Set Up and Make the Move

If you can, start setting up your new offices two weeks before your move.
Order keys and access cards beforehand as well. You’ll want to have everything prepared ahead of the move, including your internet and phone set up, too.

Move On: 7 Tips for an Efficient Medical Practice Relocation Process

Get a move on! With these tips, you can plan for an easy, efficient medical practice relocation process. Make your move easier with these seven tips today.

Want to simplify your healthcare business? Contact us today to get started.

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