You are planning a practice move and must hire relocation advisors who understand clinical workflows, medical equipment handling, patient safety, and regulatory obligations.
You should begin by defining scope and timeline: list exam rooms, specialty equipment, IT systems, medical records, required downtime, and preferred move dates so advisors can produce accurate proposals.
You should request advisors who specialize in healthcare moves and provide case studies or references from clinics, hospitals, or specialty practices similar to yours. Ask for examples of moves that involved imaging devices, sterilization areas, labs, or refrigerated pharmaceuticals.
You should verify credentials and insurance: confirm business licenses, workers’ compensation, general liability, and professional liability limits. Ask for a certificate of insurance that names your practice as additionally insured and confirm handling procedures for controlled substances and medical waste.
You should confirm services and project management structure: require a single point of contact, a written project plan with milestones, on-site move supervisors, pre-move surveys, packing protocols for sensitive devices, and IT coordination for server and EHR downtime.
You should evaluate compliance procedures: request written HIPAA handling policies for records and electronic devices, equipment decontamination methods, and training records for technicians who will access clinical areas.
You should review pricing, contracts, and change-order policies: require itemized estimates, clear billing for travel or storage, firm timelines for additional costs, and terms for disputes. Insist on written service level agreements and a cancellation policy that protects patient care continuity.
You should test communication practices: ask how often you will receive status updates, how the advisor will escalate issues, and who will coordinate with your staff for phasing and patient scheduling. Request a sample move-day contact list and communication script for patients and vendors.
You should conduct a site visit and reference checks before signing. Visit a completed move, confirm calibration and testing of clinical equipment post-transfer, verify staff background checks, and confirm post-move support for warranty, repairs, or adjustments.
You should finalize a checklist that includes mock runs for critical equipment, a validated timeline for EHR and imaging shutdown/bring-up, signage and address updates, patient notification plans, and a post-move walkthrough with punch-list completion and a documented handoff.
