Moving Your Diagnostic Imaging Office: The Dos and Don’ts

Is your medical group considering a move? Perhaps you need more or less office space, or you’re moving to a more high-tech or green building? Whatever the reason, moving a diagnostic imaging office is very different than moving a non-healthcare related business. It’s often much more complicated and involves the transport of very expensive and sensitive medical equipment. Such an undertaking should not be left to the average person, to the last minute, or without a thorough plan in place.

Here are some dos and don’ts of moving your diagnostic imaging office:

• DO create a checklist to follow before, during, and after the entire moving process.

• DON’T wait until the last minute to create a checklist because something important will inevitably be overlooked.

• DO be prepared for mishaps; Accidents happen and it’s best to have back-up plans in place.

• DON’T move the entire diagnostic imaging office in one day. If possible, move in stages starting with the furniture and files first, then the medical and office equipment, or vice versa.

• DO communicate the move with enough advanced notice to employees, patients, service providers, the post office, building management, etc. If you have an equipment maintenance management program, contact your account representative to discuss the details of the move.

• DON’T hire the first medical moving company you come across in the yellow pages or online.

• DO ask other medical professionals for moving company recommendations. Post the question on Facebook, LinkedIn, Twitter or Google +. Make a list of the recommended moving companies, investigate each company’s reputation on the Better Business Bureau or Angie’s List, and contact them for references.

• DON’T forget to sign a contract with the moving company, spelling out, in detail, the agreed upon terms and conditions of the move.

• DO require the moving company to provide plastic containers and not cardboard boxes to use for packing files and office items.

• DON’T let inexperienced employees clean, dismantle, pack, move, or set-up expensive and sensitive diagnostic imaging equipment.

• DO put the in-house IT staff, Original Equipment Manufacturer, or third-party service provider in charge of all aspects relating to the diagnostic imaging equipment.

• DON’T forget to thoroughly clean the diagnostic imaging equipment according to the Original Equipment Manufacturer’s instructions before dismantling and moving.

• DO review the diagnostic imaging equipment service contracts’ moving clause. There may be specific requirements for moving leased equipment or recommendations for installing the equipment in a new location.

• DON’T allow employees to move or lift heavy containers, medical or office equipment or furniture to help avoid injuries. Leave the heavy lifting to the pros.

• DO delegate uncomplicated tasks to different employees. Appoint team leaders and use the manpower to your advantage.

• DON’T forget to provide drinks and snacks to the employees on moving day.

It’s important to remember that moving your diagnostic imaging office, whether it’s down the hall or across town, is extremely complex and should not be taken lightly. It’s best to leave it to the pros – the in-house IT staff, OEM, or third party service provider should have direct contact with the moving company to ensure the medical equipment is moved safely and properly. If you are well prepared for the moving process, have realistic expectations, and take one step at time, it should be fairly painless.

Jennifer Daugherty is a business development coordinator for Charlotte, NC-based The Remi Group, LLC, which provides programs that replace equipment maintenance service contracts, with the goal of saving money, improving equipment performance, and reducing equipment downtime.