You have found a great new space for your medical practice. You’ve even picked out the day or days that you will be moving offices. This can be a very exciting time for a medical practice, but it can also be overwhelming. Even for the most organized and prepared medical practice, it can be very easy to inadvertently let things slip through the cracks during the moving process, leading to excess stress or disaster later. If you’re moving your medical practice, try using this handy moving checklist to help keep your organized throughout the moving process.
Let Employees Know
You may have talked to some of your employees during the moving process, but don’t take for granted that the news has been passed around the office. Hold a meeting or send out a memo to make sure that all staff members are on the same page. Keep everyone updated about the process and send out reminders about upcoming deadlines to do with the moving process.
Let Payers Know
To ensure that revenue continues to flow in smoothly, let payers, such as Medicare and insurance companies, know about the move as soon as you have your new address. Different payers will have different requirements for what needs to be done to keep up with credentials, so be sure to communicate with payers to find out exactly what you need to do to make the process as smooth as possible.
Let Patients Know
Finally, let all your patients know that you’ll be moving offices. There are a number of form letters available that can be used, or make the message personal by composing your own. To make sure that every patient finds out, communicate to every single patient, even those in the same family or household, using all methods of communication that you can. Remember to include the new address, directions or a basic idea of the practice’s new location, and any new contact information that goes with the office, such as a new telephone number.
Establish an Inventory
It’s easy enough to misplace things in a residential move, but with medical offices the stakes are high. You’ll be moving expensive equipment, sensitive documents, and controlled substances. It’s important to have a complete, detailed record of all items you’ll be moving, including who’s responsible for transporting them between locations to avoid mix ups. You can also take this opportunity to get rid of any outdated technology or equipment or things you simply don’t use.
Have Utilities Transferred
Well ahead of the move, let utility companies know about your move, including the date and new address. Don’t forget to check utilities the day you move in to make sure everything is working before you start receiving patients in your practice’s new location.
Update Marketing Materials
Next, you’ll want to make sure that all of your information is correct to allow new patients to find and contact you. Change your practice’s website and update any business cards, fliers, and stationary. Inform the phone book publisher of your new address and contact information so that it can be updated in future copies, and let any directory websites know about the change to your address and any contact information.
Remind Patients with Upcoming Appointments
The last thing you need while adjusting to your new office space is for patients to not show up in the right place. Send out postcards or make phone calls (or, even better, do both) to remind patients with upcoming appointments of the location and provide them with directions to help make sure they show up to the right location on time for their appointment.
This is an easy step to forget, but it can make a big difference in how smoothly starting at your medical practice’s new location will be. Make sure you have clear signage for the exterior, clearly indicating the name of your practice, and making it obvious which building or unit you can be found in. You also want to have signage for the inside of your practice, clearly marking waiting rooms, exam rooms, and other spaces in your practice. You will also want to provide clear signage guiding patients to the exit, both for emergencies and for easily walking out of the practice. Mark where patients should check in, especially if there are multiple front desks for different purposes or patients, and check out.
Know Who to Ask for Help
Even with resources like this, moving offices isn’t easy, and neither is running a medical practice. Whether you’re looking to move medical practices, want to open a new location, need new medical equipment, or have any other issue or concern with your practice, contact Boulevard LA today. With our years of experience in assisting medical offices, both specialty and general, we can help your practice be all it can be.