Most doctors find that moving a practice requires careful planning and you can reduce stress by following a clear checklist and assigning responsibilities.
Set a realistic timeline at least three to six months before your target move date for licensing, IT migration, and space readiness. You should break the timeline into milestones: lease signing, credential transfers, equipment relocation, and patient notifications. Allow buffer time for credentialing delays and contractor schedules.
Confirm state medical licenses, DEA registration, and any specialty board notifications early in the process. You must contact hospitals, insurance panels, and referral sources to transfer privileges and update provider directories. Keep certified copies of diplomas, board certificates, and current CME records handy for credentialing packets.
Hire a moving company experienced with medical equipment and controlled substances handling. You should inventory every piece of equipment, tag items with destination rooms, and document serial numbers and maintenance histories. Plan secure transport for patient records, specimens, and refrigerated medications, and arrange climate-controlled movers for sensitive devices.
Inform your team about the timeline, new workflows, and individual responsibilities so staffing gaps do not disrupt care. You should notify patients through multiple channels-mail, email, website, and voicemail-with the new address, parking details, and any changes to appointment locations. Arrange transition plans for patients on active treatment, including referrals or temporary coverage if needed.
Confirm malpractice and business insurance coverage for the new address and during the move itself. You should update payer contracts, billing addresses, and state tax registrations prior to reopening. Budget for downtime, moving costs, renovation contingencies, signage, and IT setup fees.
Create a final checklist covering keys, access cards, phone routing, internet and EMR access, point-of-care device configuration, and safety equipment placement. You should conduct a soft opening or staff-only test day to run patient flows, emergency drills, and billing processes. Keep a post-move issue log and resolve IT or supply problems within the first two to four weeks to restore full clinical capacity.
