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Medical Practice Relocation Tips for Moving to a New Location

Practice Management

Medical Practice Relocation Tips for Moving to a New Location
Roughly 40 million Americans relocate each year. In 2022 alone, the U.S. Postal Service processed over 33 million change-of-address forms. However, people aren't the only ones capable of moving – businesses can, too. If you are a healthcare provider in private practice that has decided to relocate your medical practice, the process will involve a lot more than a change-of-address form!

Here are seven easy steps you should take to make moving as efficient as possible. With these tips, you can help reduce moving-related stress for both you and your patients.

1. Make a Plan

Before jumping headfirst into a move, start by creating a draft schedule for yourself. It's important to start planning early in the process, so business operations and workflow are not unnecessarily disrupted. That way, the process becomes more streamlined, and adjustments can be made ahead of time if any issues or challenges arise (instead of stressing out at the last minute).

You can start planning by first taking stock of your current office(s). How big is the space(s)? How much medical equipment do you have? Will you need any new office staff in the new space?

Taking stock of your office(s) can help indicate how long the move will take.

After inventorying the office, make a list of everything you plan on taking with you to the new office(s). 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 will need to:

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

Take the time to review your current lease. 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. What happens if the property is damaged? When do you have to give notice that you're moving your medical practice?

During this planning stage, don't forget to set a budget for your move so you don't unintentionally overspend.

2. Choose the Right Location

While in the planning stages, you should also start searching for a new office location. There are a few questions to consider when researching a new site for your medical practice.

Do you want to lease or own your new office(s)? Make that decision before you contact a real estate agent or broker that ideally specializes in medical office spaces. A realtor with experience in healthcare real estate can assist you in understanding what is needed for physician practice relocation. For example, regulatory compliance and patient safety protocols must be considered. In some cases, you'll need to make design improvements to the space to ensure the safe operation of your equipment.

Other questions that should be asked as you select a new location include:

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

The answers to these questions will require further planning.  

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

3. Partner With Professionals

Once you know where and when you're moving your office(s), it's time to contact a team of professionals.

Find professional movers (including technicians) who understand how to prepare for and execute a relocation of a medical practice. Your moving team should meet state and federal guidelines for moving and transporting medical equipment. If they don't, keep searching.

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

Make sure your moving company is insured and bonded, so you are not responsible for any damages that occur during the move.

After the move is complete, schedule a time for the proper technicians to test and re-commission your equipment before you start seeing patients again.

4. Update Your Marketing Materials

When relocating your physician practice, it's important to update all of your marketing materials. Otherwise, you might unintentionally confuse current and prospective patients.

First, 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 the date of your move.

Next, update your business materials. This includes updating your appointment cards, prescription pads, and your letterheads. 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. You don't want to be stuck waiting for updated materials when you're ready to get your practice running again.

5. Prepare Notifications

Before your move, you'll need to notify numerous organizations regarding your change of address.

First, prioritize your payers, including:

  • Medicare
  • Medicaid
  • In-network providers

Notify each group long before your move, so you don't have to worry about delayed payments once your practice begins seeing patients in the new location.

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 form to all necessary licensing authorities.

The U.S. Drug Enforcement Agency requires each physician to send written notification before a move.

Additionally, make sure to contact the necessary laboratories, hospitals, and professional organizations. Do you acquire services from vendors that provide medical equipment and supplies? Make sure they are aware of your move. Don't forget your insurance rep, medical billing company, electronic health record company, bank, attorney, and post office, too!

Notifying your patients will take time, as well. Use several 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 less overwhelming and ensure that office management at your current location does not suffer.

It helps to leave out any materials you need to access regularly and pack them only when you know they aren't necessary to your current practice anymore. Label each box with a list of what's inside, and number the boxes. That way, 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 office(s) two weeks before the date of your move.

Order keys and access cards beforehand, as well. You'll want to have everything prepared ahead of time, including your internet and phone set up.

By Katie McGonigal, JD, Associate Management Consultant

DoctorsManagement, LLC

Founded in 1956, DoctorsManagement, a full-service healthcare consulting firm, helps practices of all sizes reduce compliance risks, increase practice profits, and improve patient satisfaction and employee morale, as well as reduce stress for physicians, managers, and staff. The firm uses strategies that have been proven over five decades of experience and gives clients access to a team of nationally recognized industry experts in practically every area of medical practice management, including compliance, healthcare analytics, coding, auditing, financial services, patient retention, human resources, and more.




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Thoughts Had...Lessons Learned ® The Selling of Marcus Welby, M.D. - Part 1

Practice Management

Thoughts Had...Lessons Learned ® The Selling of Marcus Welby, M.D. - Part 1:The first article I ever wrote for BC Advantage (BCA) Magazine was for the March/April 2017 issue. It was wishfully titled, "An Alternative to Private Practice Extinction." 
Is Now the Right Time to Start a Medical Billing Company?

Practice Management

Is Now the Right Time to Start a Medical Billing Company?:Occasionally, I receive a call in my office asking my advice regarding whether or not I think it is a good time to start a medical billing company. I never answer the question directly; rather, we have a discussion outlining the positive and negative aspects of running a billing company in today's healthcare environment.
You Play a Vital Role in Protecting the Integrity of the U.S. Healthcare System

Practice Management

You Play a Vital Role in Protecting the Integrity of the U.S. Healthcare System:The U.S. healthcare system relies heavily on third-party payers to pay the majority of medical bills on behalf of patients. Healthcare insurance fraud is a pressing problem, causing substantial and increasing costs in medical insurance programs. 
Audio-Video Telehealth, Mobile Device Management, and You

Practice Management

Audio-Video Telehealth, Mobile Device Management, and You:This article addresses how to track telehealth policies while addressing HIPAA compliance and mobile device management as the United States enters a post-pandemic era. 
Best Practices for Recruiting Front Desk Medical Staff

Practice Management

Best Practices for Recruiting Front Desk Medical Staff:As medical practices bounce back from the pandemic, many are finding it challenging to recruit and hire great employees, including front desk staff.
Prepare for Telehealth After the End of Public Health Emergency

Practice Management

Prepare for Telehealth After the End of Public Health Emergency:The state and federal Public Health Emergency (PHE) declarations related to the COVID-19 pandemic created wide latitude for providers to render services via telehealth in order to prevent the higher risk of in-person contact for patients, providers, and staff.
Outsourcing Strategy 101: Crucial Questions to Ask Healthcare Billing Companies

Practice Management

Outsourcing Strategy 101: Crucial Questions to Ask Healthcare Billing Companies:Healthcare billing companies are excellent partners to the mainstream medical industry-hospitals and independent or group clinics.
FACT SHEET: The Biden Administration Announces New Actions to Lessen the Burden of Medical Debt and Increase Consumer Protection

Practice Management

FACT SHEET: The Biden Administration Announces New Actions to Lessen the Burden of Medical Debt and Increase Consumer Protection:Vice President Kamala Harris announces reforms across four areas to ease the burden of medical debt, giving more American families the opportunity to thrive.
Improving the Patient Experience with Electronic Patient Statements

Practice Management

Improving the Patient Experience with Electronic Patient Statements:The most important part of any healthcare practice is helping patients. The second most important part is getting paid. Offering electronic patient...
Five Facts about Split Visits

Practice Management

Five Facts about Split Visits:Got five minutes? You can learn five things about the crazy 2022 rules for Split Visits. Hopefully, this will end a lot of the confusion around these relatively new rules.
Offsetting Staffing Shortage-Induced Revenue Loss

Practice Management

Offsetting Staffing Shortage-Induced Revenue Loss:Exacerbated by pandemic-induced burnout, the Great Resignation, vaccine mandate-driven terminations, and rising retirement rates, the chronic shortage of billing, coding, and audit professionals will continue to worsen over the near future. 
Improving Accounts Receivable for Effective Revenue Cycle Management

Practice Management

Improving Accounts Receivable for Effective Revenue Cycle Management:Collecting amounts that have been billed or accounts receivable is essential for successful revenue cycle management. 
The Importance of Mental Wellbeing in Modern Healthcare Practices

Practice Management

The Importance of Mental Wellbeing in Modern Healthcare Practices:Supporting the mental health and wellbeing of healthcare workers should be the number one priority of every healthcare manager and practice owner. The importance of essential workers and first-line medical staff is evident now more than ever.
The Road to Professional Success and Recognition!

Practice Management

The Road to Professional Success and Recognition!:The Professional Association of Health Care Office Management, Inc. (PAHCOM, pronounced "PAY-COM") has been providing efficiency concepts, productivity, and networking knowledge since 1988.
Using Software to Grow Your Medical Billing Company

Practice Management

Using Software to Grow Your Medical Billing Company:Here's a simple truth: the faster you can get your customers paid, the more popular your medical billing company will be. Now here's another one: no matter how effective your team is, you will only ever be as efficient as your software allows to grow your medical billing company.  
No Surprises Act Compliance

Practice Management

No Surprises Act Compliance:The Department of Health and Human Services published three parts to the No Surprises Act towards the end of 2021, which took effect January 1, 2022. 
8 Tactics to Improve Revenue Cycle Management for Your Practice

Practice Management

8 Tactics to Improve Revenue Cycle Management for Your Practice:Whether you're part of a larger hospital or run your own private practice, improving revenue cycle management means improving your bottom line.
Insulate Your Revenue Cycle Management Process from the Surprises of the No Surprises Act

Practice Management

Insulate Your Revenue Cycle Management Process from the Surprises of the No Surprises Act:Last year, the U.S. government announced an interim final rule (IFC) related to the Surprise Billing Act. The rule defines the No Surprises Act's requirements for group health plans, carriers and payers, medical service providers, and other ancillary services. 
What's Your EQ?

Practice Management

What's Your EQ?:Most people have had interactions with physicians who are intelligent, nice people but have awful bed-side manners.  Or a practice manager that seems oblivious to staff members' feelings or personal situations.  
No Surprises Act and Good Faith Estimate Considerations for Behavioral Health Providers

Practice Management

No Surprises Act and Good Faith Estimate Considerations for Behavioral Health Providers:Overview: Enacted as part of the Consolidated Appropriations Act of 2021, Pub. L. 116-260 (Dec. 27, 2020), the No Surprises Act (NSA) and the related regulations, which became effective January 1, 2022, should have a positive impact for patients.
Coding for a Performance of an X-ray Service vs Counting the Work as a Part of MDM

Practice Management

Coding for a Performance of an X-ray Service vs Counting the Work as a Part of MDM:When x-rays are audited on the same date as an E/M encounter, we have one of three decisions to make about the work that went into the radiological exam when the practice owns x-ray equipment and does their own interpretations internally.
How to Negotiate Physician Payer Contracts

Practice Management

How to Negotiate Physician Payer Contracts :There is a dynamic shift in the healthcare arena where insurance payers are willing to negotiate reimbursement rates for small and mid-size physician groups. The reason for this is because insur-ance payers are starting to realize that the 'bread and butter' of their network consists of small to mid-size groups (1-10 physicians) and they have been ignoring this subset for far too long. 
What's the difference between Credentialing and Contracting a Provider?

Practice Management

What's the difference between Credentialing and Contracting a Provider?:Credentialing is the formal process of verifying a provider's qualifications. This ensures that doctors and nurses have the proper training and experience to provide the highest level of care to patients. The provider credentialing process is completed by verifying all provider documents and ensuring that they are valid and current. Most health insurance companies will not even offer reimbursements if providers lack medical credentialing.
How Anomaly Detection Can Fight a Nearly $300B Healthcare Issue

Practice Management

How Anomaly Detection Can Fight a Nearly $300B Healthcare Issue:In healthcare, just as in life, no one likes losing money-particularly when you don't know why it's happening.
Employee Training: An Investment That Can Benefit Healthcare Organizations Long After the Employee Has Moved On

Practice Management

Employee Training: An Investment That Can Benefit Healthcare Organizations Long After the Employee Has Moved On:Interview with Revenue Cycle Management Experts, Taya (Shawntea) Moheiser and Kem Tolliver: 
Challenges for 2022

Practice Management

Challenges for 2022:Welcome to a brand-new year! It looks like it is stacking up to be a very interesting and possibly one of the most challenging for the medical billing industry. There is an overabundance of issues facing us in 2022 and beyond; we need to develop a strategy to ensure we continue on the pathway of success.
So Hard to Say Goodbye: Part VII of the Back to Basics Series

Practice Management

So Hard to Say Goodbye: Part VII of the Back to Basics Series:Ending the Provider Patient relationship is never easy, nor should it be. From the patient's perspective, without regard to the reason for separation, it is very much like a bad break up; you're angry, likely feel misunderstood, and your old partner still has a box full of your personal items (think PHI).
Why Quality Documentation Matters

Practice Management

Why Quality Documentation Matters:If you work with provider claims in a medical office, then you have probably heard the phrase, "If it isn't documented, it wasn't done."
Managing Virtual Teams

Practice Management

Managing Virtual Teams:It is hard to believe, but at the time of printing this article, it has been over 600 days since the country shut down for the first time. In March of 2020, COVID-19 changed our business lives forever. The last live seminar I gave was in Las Vegas in February 2020, and since then, it's been the world of Zoom, Microsoft Teams, GoToMeeting, and other similar platforms.

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