You have decided on a new location for your dental office. The process of moving not only involves physically moving equipment, but it also involves detailed planning to minimize losing patients. Communication with all involved is very important and should be managed by a competent person. This person will need to be incredibly organized and coordinate both professional movers, specialized dental equipment tech's, communication tech's and staff in the moving process. Each member of the moving team should know exactly what items they need to move and where those items will go once at the new location.
Whether you are moving across the hall, across town or across the country, a smooth office move requires plenty of planning. Start early, keep detailed to-do lists and plan an exotic trip to have something to look forward to when you are moved in and functioning. Until then, the primary goal is to minimize downtime as much as possible.
Prepare Your New Space
Before you physically move to the new location, make sure it is in working order. Check outlets, security system, lights, heating and cooling. Order your new phone number and schedule a time to have your utilities switched over to the new location. Inform the post office of your address change at least two months in advance. Make sure the new place is clean. Inspect the new space and determine the furniture needs and office layouts, as well as locations for any additional electrical outlets and communication connections that need to be installed.
Choose a Dental Equipment Specialist
Early communication with a dental specialist will help to insure, on move day, the transition of your sensitive equipment will hook up easley and follow manufacturer's installation spec's . We like to leave one functional treatment room at the old location and get one functioning at the new location asap incase an urgency should come up with any of your patients. If you plan on refurbishing some or all of your treatment equipment, allow extra time to accomplish this.
Hire a Professional Mover
Make a list of items that will need to be moved by the professionals, and a list that you and your staff will be able to handle. Set up an agenda on what items are to be moved on what day. This step will help with clutter and confusion on moving days. Staff can be divided into teams to make moving go smoother. One team can move office supplies, while other teams can handle supplies and smaller equipment, for example. Be as specific and detailed as possible for the movers and your staff.
Inventory Your Present Office's Contents.
Be selective about what you move, donate or sell items that won't work well in the new space. Set a budget for additional furnishings and equipment needed.
Phones, Faxes, Credit Card and Computers
Apply for new phone and fax numbers as well as Internet access. If you'll be keeping your current phone system, hire an expert to debug it after the move. Update the company's web site.
Notifying Your Patients
Notify your patients and clients you are moving. Start this process about two months prior to the move. Tell every patient who comes in the door, calls by phone or e-mails. Place an ad in the newspaper announcing your move. Mail patients a card with your new address. Post the information in your office where everyone will see it.
Order updated letterhead and business cards, as well as change-of-address mailers and checks that have the new address printed on them.
Order keys and access cards, and make sure the security system will be installed and working before the actual move.
Schedule a packing day. This should be a day or two before the professional movers arrive. Staff should be instructed on what items they need to pack and organize. Take this opportunity to scale down. Throw away material no longer needed.
Be on location when the professional movers handle your property. Ask for a bill before anyone leaves.
Tips & Warnings
Don't forget to update your stationery business cards and mailers. Give your suppliers plenty of notice about your move so that they can process your address change. Creating a layout diagram will help the movers and your staff know what you want the office to look like in the end.
Leave the sensitive dental equipment such as x-ray, exam chairs, lights, etc. for the dental specialist to move. We take full responsibility for the condition after the move.
Account for all keys issued to all involved to save the expense of rekeying.
A Plan to Move