Moving a medical office is never an easy task. You must transfer expensive machines and equipment from office to the next. You have to keep your staffers happy and productive during the move. And your patients have to be kept informed of your office's new location and hours. Fortunately, by following some basic rules, you can make your medical office move a smooth one.
Hiring the right outside professionals to help you move your office is the first step in ensuring a smooth office move. Top firms are costly, but don't be tempted to skimp on this expense. Hire only moving firms that have extensive experience in moving medical offices. You might save some money by hiring a cheaper moving firm. But what if that X-ray machine or new computer system is damaged? Those savings will quickly disappear.
When interviewing potential moving companies, always ask for references. Then call those references. It's the best way to find out if the movers were efficient, cooperative and skilled.
Keep Employees Happy
A medical office move is difficult on everybody. This includes your employees, especially if they are helping with the move. It's your job to keep your staffers happy during this chaotic time.
If your staffers are packing boxes or storing files on moving day, make sure to provide them with plenty of breaks. Spring for snacks and beverages throughout the day, too. And be sure to reward their hard work with at least a small financial bonus. They'll appreciate your efforts.
Don't Keep Patients in Dark
You don't want your patients to waste time driving to your old medical office building only to find that it's empty. Start informing your patients of your move long before it happens. Send them postcards with your new office's address and hours, along with the date it will be opening. If your budget can afford it, send your patients refrigerator magnets with the same information.
Be sure to tell every patient you see about your office move. This kind of interaction often resonates more with patients than do postcards and other mailings.
Finally, send a second round of postcards after the medical office move. This will provide valuable reinforcement.
The little, but important, things
You'll have to tackle plenty of small but important tasks when moving your medical office. Make the right calls to guarantee that your power and other utilities are on when you move to your new office. Don't forget to change your mailing address with the U.S. Postal Service; if you don't, important mail may be lost. Before you complete your move, make sure that all your business cards, stationery, ads and other printed materials come complete with your new mailing address and telephone number.
Don Rafner has been writing professionally since 1992, with work published in "The Washington Post," "Chicago Tribune," "Phoenix Magazine" and several trade magazines. He is also the managing editor of "Midwest Real Estate News." He specializes in writing about mortgage lending, personal finance, business and real-estate topics. He holds a Bachelor of Arts in journalism from the University of Illinois.