| Medical Office Space Buildings - Metro Atlanta |
(Reported by)
Michael Ulin
Vice President of Brokerage
Ackerman & Co.
770.913.3938
mulin@ackermanco.net |
Michael's Checklist for Moving a Medical Practice
It is not uncommon for physicians and medical groups to remain at the same location indefinitely. However, at some point during the life cycle of the practice, the need or opportunity may arise to relocate. This can be a daunting task, but with a bit of preparation, it is completely manageable. Here are some thoughts about the most important areas to consider when preparing for a move.
Planning Makes for Good Execution
Experts, veteran physicians and office managers would agree not to wait until the last minute to plan a move. A general rule of thumb is to begin preparing at least 6 months in advance. Final details, including identifying and purging items to be recycled, shredded or disposed of may be refined in the last 90 days.
Many critical components impact patient service and practice performance. One example is telecommunications suppliers, who require advance scheduling for relocation and restoration. It's always a good idea to get a head start contacting phone and internet service providers as well as wiring specialists. Another priority is contacting local utility companies weeks ahead of the move to provide desired begin and end dates. Anticipating electricity or water service change appointments may require a physical presence at the new location. Actual moving dates should be determined by patient and staff needs. It is worthwhile to evaluate and choose an ideal period for your practice to move; often a weekend move can minimize practice disruption.
The Team Needs a Quarterback
In most practices, the office manager or administrator will guide the moving project. Having a knowledgeable play caller ensures that issues are addressed properly and allows physicians to remain focused on patient needs. Arranging regular planning meetings to keep everyone involved avoids surprises or misunderstandings and since the project will affect the entire staff and office team, it’s important to get employees excited about the move. Offering tours, sharing property details, amenities and photos can help motivate them.
Scroll to bottom to continue reading more of Michael Ulin's checklist for managing a medical practice move.
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| Medical Office Property Short-List* |
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Piedmont West Medical Office Park
1800 Howell Mill Road
RATE:
$19.50-22.50 (N)
MAX CONTIG:
30,000 SF |
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Cassidy Turley
Commercial Real Estate |
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Southern Crescent Centers I & II
81 & 83 Upper Riverdale Road
RATE:
$16.00 (MG)
MAX CONTIG:
39,357 SF |
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| PM Realty Group |
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Old Norcross Professional
555-565 Old Norcross Road
RATE:
$16.00 (MG)
MAX CONTIG:
5,835 SF |
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| CB Richard Ellis |
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| CENTRAL PERIMETER (I-285 / GA 400) |
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Doctors Center Four At Saint Joseph’s
5673 Peachtree Dunwoody Rd
RATE:
$28.50 (G)
MAX CONTIG:
11,500 SF |
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Kirbo Property
Services, LLC |
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| 8,275 SF |
New |
Saint Joseph's Hospital of Atlanta Inc. |
Tenant Rep: Don Brooks |
04/2011 |
| 5,894 SF |
New |
Georgia Infectious Diseases, P.C. |
Tenant Rep: Steven Katz with Newmark |
03/2011 |
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North Atlanta Physicians
993 Johnson Ferry Road
RATE:
$24.00 (G)
MAX CONTIG:
12,148 SF |
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| Richmond Property Management, Inc. |
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Perimeter Town Center
1140-1150 Hammond Dr
RATE:
Negotiable
MAX CONTIG:
12,841 SF |
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| Ackerman & Co. |
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| GA 400 NORTH / ROSWELL / ALPHARETTA |
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North Fulton Medical Arts Center
11685 Alpharetta Hwy.
RATE:
$22.50 (FS)
MAX CONTIG:
7,156 SF |
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| HealthAmerica Realty Group, LLC |
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Northside Hospital - Alpharetta
3400-A & 3400-C Old Milton Pkwy.
RATE:
$16.50+operating exp.
MAX CONTIG:
10,500 SF |
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| Eastwood Real Estate Services |
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Northside Hospital - Johns Creek
3890 Johns Creek Pkwy.
RATE:
$16.50+operating exp.
MAX CONTIG:
8,800 SF |
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| Eastwood Real Estate Services |
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Preston Ridge Commons
3355 North Point Pkwy.
RATE:
Inquire.
MAX CONTIG:
24,000 SF |
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Childress Klein Properties
Kirbo Property Services |
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Northwest Medical Center
3280 Howell Mill Rd.
RATE:
$17.75 (G)
MAX CONTIG:
6,410 SF |
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| HealthAmerica Realty Group, LLC |
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Paces Pavilion Medical Center
3193 Howell Mill Road
RATE:
$21.50
MAX CONTIG:
4,700 SF |
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| Scott & Associates |
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Sheffield Medical Building
1938 Peachtree Rd., NW
RATE:
$23.50
MAX CONTIG:
12,000 SF |
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| PM Realty Group |
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| 3,349 SF |
New |
Atlanta Spine and Pain Management |
Tenant Rep: CBRE |
11/2011 |
| 3,200 SF |
Expansion |
Dr. Stafford |
Tenant Rep: Bryant Cornett Ackerman |
09/2011 |
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Governors Pavilion
Intersection of Cobb Pkwy & Cedarcrest Rd
RATE:
$18.00-19.00 (NNN)
MAX CONTIG:
15,000 SF |
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| HealthAmerica Realty Group, LLC |
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Marietta Medical Center
790 Church Street
RATE:
$23.50-24.00
MAX CONTIG:
14,193 SF |
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| Ackerman & Co. |
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Northside Hospital - Holly Springs
684 Sixes Road
RATE:
$17.50-18.50 (NNN)
MAX CONTIG:
6,057 SF |
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Northside Hospital - Townelake
100 Stone Forest Drive
RATE:
$16.50 (NNN)
MAX CONTIG:
10,000 SF |
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| EAST COBB / GA 120 / JOHNSON FERRY ROAD |
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Woodlawn Commons Medical Center
1121 & 1163 Johnson Ferry Rd
RATE:
Negotiable
MAX CONTIG:
6.632 SF |
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| Ackerman & Co. |
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| *Short-List represents featured properties inside Dorey’s Atlanta Office Guide. The Done Deals shown in this Short List are reported to us quarterly as a voluntary effort. It does not represent a comprehensive report of done deals for all Short List properties. |
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Michael's Checklist for Moving a Medical Practice (Continued)
Crunching the Numbers
Negotiating the costs of a move can be complex. Experts recommend obtaining at least three bids in order to make an informed decision. But don’t get taken in by a low bid. Monte Townsend, general manager with Floor Brothers, Inc., a company specializing in commercial relocation services says “Evaluate low bids carefully. You’ll want to make sure that provider has adequately appraised the scope of work, the contents and they have visited the physical locations involved.”
When reaching pricing arrangements, be careful not to exceed pricing language for protection. Often it is difficult to fully assess a project prior to the physical move. This can result in additional costs (e.g. dock time, access issues, elevator complications). At the very least, require a formal approval of any changes beyond the original scope of work.
One silver lining of a move is an opportunity to save money. Phone and internet service will likely have to be reestablished, so it's a good time to review contracts with technology providers and identify potential savings offered by a new vendor.
License to Operate
It is imperative to obtain the proper commercial insurance as required by the lease document or building owner. This may be required prior to occupancy. Also, obtain confirmation from the project manager that all licenses and permits necessary to run equipment and store chemicals and/or medications are in place. The new landlord may have requirements for documentation as well.
Knowledge is Power
Gather a list of everyone who needs to know about the move – patients, payors, vendors and service providers. Inform them of the new address via mail, phone calls and emails at least four weeks in advance. Update website and social media feeds, and don’t forget to change printed collateral materials such as business cards, letterheads, envelopes, etc. It may be beneficial to include directions about parking or access to the office to avoid delays for patient scheduling during initial visits at the new location. Make sure the appointment scheduling team is prepared with the new address and contact information, moving date and any specific dates the office will be closed.
Mover Know-How
A moving company specializing in moving medical technology and equipment will ensure that everything is up-and-running when you reopen, and will also help avoid legal and technical nightmares. A certificate of insurance is required by the building or owner – make sure the mover is properly insured or access may be denied. Townsend suggests that information technology be set up and that equipment be re-calibrated. "When working with an Optical surgeon recently we found that there were specific pieces that needed advance scheduling for calibration", offers Townsend. Lead time for manufacturers or approved agents to address these machines can be several weeks. Ninety percent of medical equipment will not pose an issue, but certain medical equipment that comes in contact with biohazardous or chemical materials (i.e. inert gases), will need to be cleaned or sterilized preceding the move. For example, a blood machine or analyzer that leaks biohazardous materials is a violation that could result in a lawsuit.
Lastly, consider the impact of HIPAA regulations. General effort is required to conceal private patient information. Protection is critical to maintain proper compliance – placing these items in crates instead of boxes provides more security.
Tech Savvy
Choose a good technology consultant who understands the current system, existing setup and can assist in planning the new space. Understanding how phone and computer systems will operate at the new location is an essential safeguard. “Frequent discussion with your consultant is the best way to ensure minimal disruption” says Richard Stokes with Network 1 Consulting Inc. The involvement of a project manager is integral to this process. This responsibility, which often falls on the office manager or practice administrator, requires the help of an experienced professional. This person will manage the process efficiently and avoid costly mistakes like delayed timing that can impact billing and reimbursement according to Stokes. Its best to plan at least 90 days out for telecommunication needs like T-1 lines, and a minimum of 45 days for installation, which may be subject to volume and holiday schedules. Additionally, Stokes recommends, together with a consultant, the early planning for the location of the wiring, the server rack as well as determining proper access to equipment, and considering the temperature of server / telecommunication rooms.
Sweat the Small Stuff
A few days before to the move, confirm the date and time with the landlord, especially as it relates to parking, loading dock and elevator access. On moving day, be prepared with keys and have extra copies on hand to avoid entry delays for movers on the clock.
Contingency Plans
Think through some likely scenarios and specific tactics to address them. For example, arrange for a roll-over to another office or answering service as back-up in case the phones don’t work. Leave directions at the old location in the event patients show up there. Let them know where to park for best access to the new suite, parking costs, etc.
Party on
Celebrate reaching the end of the process and remember with reward everyone involved with a party or gift to recognize each team member’s contribution to the project.
Michael Ulin is Vice President of Brokerage at Ackerman & Co. and specializes in medical tenant representation. For more information on how to start, relocate or expand your practice, contact Michael Ulin at 770.913.3938 or mulin@ackermanco.net
Headquartered in Atlanta, Ackerman & Co. is a privately held, full-service commercial real estate firm focused on providing quality investment, brokerage, management and development services in the Southeast. To date, Ackerman & Co. has developed and acquired more than 200 million square feet of office, medical, retail and mixed-use space, has nearly 4 million square feet under management, and maintains an investment portfolio valued at $750 million. The company’s healthcare division, Ackerman Medical, has developed more than 1 million square feet to date and has more than 585,000 square feet of active medical listings. |
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