How to Communicate a Medical Office Relocation

Navigating a medical office relocation presents unique challenges—from specialized equipment transports to confidential records transfers. Properly communicating how this process will impact your employees and patients can help alleviate concerns while aiding in an efficient transition.

As industry experts, we have overseen successful end-to-end medical office relocations while minimizing disruptions in daily operations and patient services. Our experts are giving you top tips to ensure a smooth healthcare facility or lab relocation.

Learn more about our healthcare facility and laboratory moving services.

Give Advance Notice

Notifying employees early about an upcoming medical office relocation should be one of the first communication priorities. An announcement six months in advance, if possible, gives ample time for everyone to gradually process the significant change ahead and make any personal or work arrangements needed. When announcing internally, think about how this will impact employees and try to address concerns in a positive manner. Questions that employees may have include:

Why are we moving?
How will this impact my role? Will there be layoffs?
Where are we moving? Will it be a further commute for me?
Are we keeping the current furniture and equipment? Will there be upgrades?
When is this all going to happen? What if I have PTO scheduled?
When should I purge and pack my things? How much of the move will I be responsible for?

Any information you’re comfortable sharing to help alleviate these concerns can have a positive impact on the transition.

Check state regulations for mandatory notice guidelines. Some states require public announcements for medical moves.

Share the Specifics of Your Healthcare Relocation

Help employees understand the reason behind the change. For example, you may need more space for new staff, equipment, or to better accommodate patient needs. Show how this supports the practice’s overall mission in providing a comfortable environment.

For a seamless transition, establishing strategic communication around timelines for packing, move dates, when to forward mail, workload changes, etc. Having refined logistics keeps everyone on track and aids in addressing common move questions.

Below is a sample letter for notifying employees of a medical office relocation.

SAMPLE NOTICE OF OFFICE RELOCATION TO EMPLOYEES

Dear [PRACTICE NAME] Employees,

I am writing to inform you all that our medical practice will be relocating from our current location at [OLD ADDRESS] to a new office space at [NEW ADDRESS] as of [RELOCATION DATE].

Our last day of operations at our existing medical office will be [CLOSE DATE]. Following this date, we will have a transition period of approximately [TIMEFRAME] as we move equipment, supplies, and medical records to the new facility.

During the transition, our practice will be closed to patients. All employees should use this time to pack up their personal belongings and assist with preparations for the move as requested by management.

We will reopen at the new location on [DATE]. The updated address is [NEW ADDRESS]. Our phone number will remain the same through the relocation.

This new office space will allow us to better serve our patients with [LIST NEW PRACTICE FEATURES i.e., expanded exam rooms, upgraded medical equipment, more parking for our patients]. I am confident this move will help us enhance the excellent care we provide.

Leading up to the transition, management will provide you with additional move details including packing supplies, the transition schedule, employee responsibilities, and grand opening plans once we reopen.

Thank you in advance for your help and flexibility during this exciting transition for [PRACTICE NAME]! Please reach out with any questions in the meantime about the upcoming relocation.

Sincerely,

[MANAGEMENT]

Discuss Patient Impact

Moving a healthcare facility will inevitably cause some level of short-term disruption for patients and their care. Proactively communicating how daily operations, appointments and procedures may be impacted can help put patients more at ease with the upcoming major transition.

Reassure anxious individuals that staff will partner closely with each of them to reschedule important appointments and ensure continuity of prescription refills, therapies, or other essential needs.

Here are some examples of questions patients may have:

Why are you moving?
When is the exact date of the move?
Will my records be kept safe and secure?
Will my care be interrupted during the move?
Will there be staff changes?
Are appointments going to be impacted? Do I need to reschedule?

Next, you will want to focus on informing your patients individually. You can email patients, as well as post a notice in your office, and update your voicemail to state your new address and date you will be in your new office.

Below is a sample letter for notifying patients of a healthcare relocation.

SAMPLE NOTICE OF OFFICE RELOCATION TO PATIENTS

Dear [PATIENT NAME],

We’re writing to inform you our office at [CURRENT ADDRESS] will be relocating on [DATE OF CLOSURE]. Our practice is relocating to [NEW ADDRESS] and will officially open [REOPEN DATE].

To assist you in receiving the care that you need, we are happy to provide you the necessary accommodations while we transition during this time. This new office space will allow us to better serve all your healthcare needs with [LIST NEW PRACTICE FEATURES i.e., expanded exam rooms, upgraded medical equipment, more parking for our patients].

All your medical records will be transferred securely to the new clinic, and you will experience the same quality care from our physicians, specialists, and support staff at the new location.

Our office will be closed for approximately [TIMEFRAME] as we transition everything to our new practice location. We look forward to continuing your care in the future.

[PRACTICE NAME]

[Address, City, State, Zip Code]

[Phone Number]

[Website Address]

[Email Address]

Best wishes for your health and happiness.

Sincerely,

[PHYSICIAN NAME]

Consistent, thoughtful communication allows for smoother medical office relocations. From small clinics to large specialty practices, protecting patient privacy and facilitating continuity of care remain top priorities in everything we do.

When you partner with Suddath, our physician relocation specialists and lab movers will help facilitate a comprehensive move plan that keeps staff informed, minimizes patient care disruptions, and executes clear logistics for a success transition. From secure transport of data-sensitive medical records to seamless furniture and lab equipment moving, we’re medical office movers dedicated to delivering better experiences for your employees and patients.

Moving your healthcare practice? See our medical moving and physician relocation services.