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Moving medical offices presents a unique set of challenges. Not only must medical office teams move all the business's assets into the new location, but they also must plan for the continuity of patient care and the protection of private medical records. Here are some ways to prepare a medical office for a move.
1. Choose a Coordinator
Although a successful move requires everyone in the organization to work together, appointing a coordinator will keep the move organized. Choose someone who is detail-oriented and can successfully assemble and lead a team. Also, choose someone who can prioritize the relocation over their day-to-day tasks.
2. Notify All Stakeholders
You'll need to notify stakeholders, including payers, patients, licensing authorities, and suppliers, as soon as possible.
If possible, notify payers, such as insurance companies and Medicare, three months before your move to avoid disruption of payments. Start by making a list of each payer, then note the date of notification next to each name.
Begin notifying patients several months before the move. Use email, social media, website, office signage, portal messages, and verbal notifications. Provide patients with a map of your new location and put up signage at your new site. Stress the benefits to the patient for the relocation.
Let each supplier know of your move by enclosing announcements with your payments, sending letters and emails, and telling them in person. Tell reps you hope to continue to deal with about your move.
Also, tell hospital laboratories, your bank, attorney, periodicals, utilities, and the post office.
Each physician in your practice must inform licensing authorities of their new address. The US Drug Enforcement Agency also requires notification.
Employers and Providers
Let employees know about the move as soon as possible. Provide information about public transportation and parking options at the new site. Also, provide information about nearby banks, gyms, and restaurants. Negotiate with nearby restaurants for discounts for your employees the first week.
Also, notify any non-employee providers as soon as possible about the upcoming move.
Allow employees and providers to have input into the move; for example, ask their advice on work or break space.
3. Check Credentialing
Start the credentialing process as soon as possible if you need to switch hospitals after the move. Gaining new credentials can sometimes take months.
4. Order New Printed Materials
Order new business cards, stationery, appointment cards, brochures, and other printed materials with your new address. If your company needs a rebranding campaign, the move is an excellent time to begin this campaign.
5. Consider Timing
Consider the timing of each aspect of your move carefully. For example, switch phones over on your clinic's least busy day of the week. Also, leave adequate time for taking down, setting up, and recalibrating equipment.
6. Choose an Experienced Moving Partner
One of the most important ways to ensure the success of your move is to partner with a professional commercial moving company with experience in medical office relocations. Our team has in-depth knowledge of project planning and management, installing and re-installing office equipment and furniture, and properly packing items. Contact us for a quote today.