Steps in Setting up a New Medical Centre

When starting up a clinic, there can seem like there is so much to do and many people do not know where to start! Our simple steps can help guide you on your way.

1. Identify a potential site
2. Conduct a feasibility assessment on the site and location. This includes a needs analysis and competitor analysis on the area and surrounding patient base. It involves assessing:

• patient demographics
• patients’ health conditions
• location of the clinic, whether it is DPA
• what other medical centres are within the area or currently planned and permitted by council.

3. Conduct due diligence on the site to determine exactly what you are purchasing.

• If it is a Greenfields Site you have to determine if you are able to be permitted as a medical centre?
• If it is an existing medical centre, have you done a full due diligence on the site? What are the doctors contracts like, the debtors list, current operations, financials?

4. Ensure it is financial viable by doing a financial forecast and ensure it matches your business plan vision and values. This can then be used to apply for finance, as it will outline your expected expenses in the initial term for set up and within the first 12 months of operation.
5. Finalise lease/sale negotiations ensuring you get the best price. This should include discussions and negotiations around the inclusion list and any lease free periods.
6. Create a block plan to maximise space within the site. Some key points around this include:

• The number of consult rooms (for both GPs and allied health room rentals)
• The location and size of your treatment room. The treatment room is the most profitable room of your clinic and is recommended to be centralised with a small CDM area.
• Pathology room
• Location and format of the front reception and waiting room
• Set up of the clinic according to compliance and regulations: coved treatment flooring, double door emergency exit doors

7. Setting up Technology and IT:

• Engage the right IT company to provide support and set up of equipment
• Choose which PMS system you would like to use and set this up with the appropriate doctors’ rosters, fee structure and templated documents.
• Set up your Eftpos Tyro Machine
• Explore other IT programs to help improve efficiencies and streamline processes. For example:
  • Hot Doc: to manage online appointment bookings and to automate recalls and reminders
  • Cubiko: Data system which draws information from accounting and practice management software to give you information in terms of doctor and room utilization, item number billings, patient DNAs and opportunities for eligible patients.
  • PracticeHub: An electronic documentation management system that helps medical centres remain compliant with legislative and industry standards and makes accreditation easier. It includes a HR system whereby staff training, records, policy and procedures are all stored in one place to be signed off by all staff.

8. Marketing: Marketing is such an important aspect of starting a new practice or taking over a practice as it allows patients to know you are there and what services you offer. This should start a few weeks prior to opening. Marketing strategies include:

• Creating a modern, easy to use website with all the information
• Utilising social media, such as Facebook and Instagram to promote your services and doctors
• Creating flyers and having these distributed to surrounding pharmacies and healthcare businesses. These flyers could also be distributed as part of a Mail Drop to the residents within the surrounding area.
• Google and Facebook advertisements

9. Recruitment: Recruit your staff members in line with your vision and values, ensuring they are a right fit for your business’ culture. Things to consider are:

• Recruitment plan: interviews, reference checks, letters of offers
• Position Descriptions
• Contracts
• Appropriate rostering

10. Operations: Create and establish policies and procedures in line with accreditation standards and requirements. This should cover areas such as OHS, infection prevention, opening and closing procedures and day to day operating procedures such as booking appointments and billings.