Effective Strategies for Managing a Practice Relocation

They say moving is one of the most stressful tasks you can face – so what do you do when it’s an entire GP practice that needs to be relocated? Here’s how to effectively manage the transition when moving to a new physical location

CREDIT: This is an edited version of an article that originally appeared on The HR Director

Relocating your GP practice can be a stressful and complex process, but with careful planning and organisation, it can be successfully achieved. Whether you’re moving to a new building or merging practices, a well-structured plan will ensure a smooth transition with minimal disruption to staff and patients.

Any practice move requires a thorough and well-structured plan for physical relocation. Practice managers should begin by assembling a team of key stakeholders, including clinicians, staff and external partners, to oversee the relocation process.

This ‘committee’ should collaborate to develop a clear timeline with realistic milestones to ensure the transition is efficient and well-managed. A detailed budget must also be established, covering all financial aspects of the move, such as relocation costs, equipment upgrades, patient support services and additional utilities, ensuring every expense is accounted for.

Maintaining Communication

Practice managers must ensure clear and consistent communication throughout the relocation or merger process to address any concerns or misunderstandings among staff and patients. A comprehensive communication strategy should be developed that begins from the outset and remains consistent throughout the process. Staff and patients should be given the opportunity to ask questions about the move, including the reasons behind it and how it will benefit them directly.

The Physical Move

Ensuring a successful relocation or merger requires careful and methodical planning. It may involve working closely with removal companies, IT providers, facilities management teams and external personnel to guarantee a smooth and well-managed transition. While challenges are likely to arise, setting up clear communication processes and reporting lines will help address most, if not all, issues efficiently, ensuring minimal disruption to practice staff and patients.

Keeping Continuity

Maintaining patient care and practice operations during a move can be challenging, especially as the new site is being set up while the current one is gradually being downsized. To minimise disruption and ensure continuity, consider implementing a phased relocation process or offering flexible working arrangements for staff.

The initial days and weeks after the move are crucial for optimising the new space to meet the needs of both clinical and non-clinical staff. It’s important to regularly assess how staff and patients are adjusting to the new environment and address any concerns.

By following a structured approach, maintaining clear communication and prioritising continuity, your practice move can be a success, ensuring minimal disruption and a smooth transition for all involved.