3 Tips for Medical (or any kind of) Office Move

Dustin Staiger

Every office move has some unique quirks. Some industries, however, require more than just your average office mover. For example, when you work in a medical office your move won’t be as simple as packing up chairs, desks and filing cabinets. Healthcare moves are in a category all their own.

The specificity and variety of your medical office furniture and equipment pose challenges most office moving checklists or techniques don’t account for. For this reason, we’ve put together these 3 tips to help any medical office executive prepare for an upcoming office move.

Tip #1: Avoid Common Pitfalls in Leasing Healthcare Spaces

According to Jennifer Silvis of Healthcare Design Magazine, one of the unique elements of medical office moving has to do with the lease itself. Citing the Healthcare Design Expo & Conference, Silvis states that when it comes to common leases, every bit of legally binding information could probably fit on a business card. “But when it comes to the complexities of healthcare,” however, “that business card soon becomes a 100-to-250 page document.”

Pitfalls to look out for in your lease vary depending on the size and specific type of practice. Silvis points out that common pitfalls include “a non-disturbance agreement in the case that a landlord defaults on a loan and the lender attempts to evict the healthcare tenant, dictating hours of operation that may go beyond that of a traditional commercial tenant, or requesting a space that surpasses the legal limits of ADA to offer more handicapped parking spaces or accessible ramps.”

“If you just read the lease, you’ll be ahead of the game.”

What’s the best way to avoid these and other pitfalls? It may sound simple, but according to the panel of experts at the Healthcare Design Expo & Conference, “If you just read the lease, you’ll be ahead of the game.”

Tip #2: Notify the Right People about Your Medical Office Move

Before you’ve even locked down your new lease, partner with commercial relocation experts (like McCoy-Rockford’s experts) to help manage your move. Then your expensive, unique medical equipment will be moved by experts and you’ll have a wealth of professional moving experience available to you.

Once you’ve decided to move your medical office, notify your employees. Outline for them how the move will change your practice. Will your move involve hiring new employees? Does it change the patients you will be treating? Will there be changes in administration or other personnel? These and other details should be communicated to employees before they’re communicated to others.

“If you fail to notify your payers, your revenue will come to a screeching halt.”

Speaking of others, the other groups of people you should notify about your move are your payers and patients. Reporting for Group One Health Source, medal office relocation expert Kaitlyn Houseman suggests you notify your payers of your move as soon as you’ve finalized your new address. “If you fail to notify your payers,” Houseman says, “your revenue will come to a screeching halt.” Yikes! The goal is to move your medical office to a new location, not into a revenue slump.

You’re also required by law (and common courtesy) to notify your patients of your move. The best way to ensure your patients don’t show up to your old location after you’ve relocated is to reach them through several avenues. Use as many options as you can, including phone calls, letters, newspaper announcements and e-mails. Houseman also recommends putting up a sign 30 days before you move.

Tip #3: Use Your New Medical Office as a Catalyst for New Business

Moving to a new medical office is exciting news! Market your move locally to attract new business. By getting the word out, soon-to-be patients living or working in close proximity to your new location will be happy to know they have a convenient, new option for their healthcare services.

“If you depend on referrals, target your referral base to increase your patient volume at the new location.”

Houseman suggests putting informational materials together. “Be sure to include a map of your new location and an explanation of why you are relocation.” Another great way to attract new customers is word of mouth. “If you depend on referrals, target your referral base to increase your patient volume at the new location.”

Key Takeaways

  1. Carefully comb through your lease agreement to make sure every detail is covered. This will help you avoid conflicts with your landlord pertaining to hours of operation and more.
  2. Once you’ve decided on your new location, notify your employees, payers, and patients.
  3. Market your move locally to attract new business!