It’s common for you to face high costs and logistical complexity when relocating a medical practice, so planning early will save money and stress.
You should start by listing everything that must move, including exam tables, imaging equipment, medical records, office furniture, and IT systems, and mark items that need special handling or climate control.
You should set a realistic budget that separates fixed costs (permits, licenses, deposits) from variable costs (packing, transport, setup). Request itemized estimates from at least three movers that specialize in medical or laboratory equipment to compare line-by-line prices.
You must verify mover credentials before you sign. Check DOT or local licensing, confirm cargo and liability insurance limits, and ask for references from other clinics or hospitals. Check online reviews and call references to ask about on-time performance and claims handling.
You should ask potential movers about experience with specific equipment you own, such as autoclaves, imaging devices, or oxygen tanks, and request written procedures for fragile or hazardous items. Confirm whether the mover provides packing materials and whether their staff includes technicians certified to disconnect and reconnect specialized equipment.
You can negotiate by bundling services, scheduling moves during off-peak periods, and asking for caps on fuel or accessorial charges. Get pricing guarantees for the quoted window and request an itemized contract that specifies responsibilities for packing, storage, insurance, and damage claims.
Plan the timeline around patient care: schedule downtime during low-volume periods, set milestones for IT cutover and medical records transfer, and designate a point person to coordinate vendors, staff, and landlords. Arrange interim storage if your new site is not yet ready.
Create a final checklist that includes permits, utility transfers, equipment calibration, signage updates, and patient notification. Keep an inventory with serial numbers and photos to support insurance claims. Clear communication with your team and the mover will reduce unexpected charges and help your practice reopen on schedule.
