When health practitioners outgrow their current medical office, upgrading to a new facility often becomes the next step. Relocating a practice, however, comes with both logistical challenges and the need to maintain patient trust. The following 14 tips can help ensure a smooth and successful transition.

There are many reasons why physicians choose to relocate a medical practice. Some practices require more space to accommodate larger waiting areas, additional staff, or new equipment. Others may move to a more affordable area to reduce overhead costs and increase profitability.

In some cases, relocation is motivated by growth opportunities, such as moving closer to a specific demographic or into a high-visibility, easily accessible building that attracts new patients. For other practitioners, personal priorities like achieving better work-life balance or being closer to family play an equally important role in the decision.

1. Start Planning Early

Plan several months in advance rather than wait until the last minute to move to a new facility. Early preparation prevents disruptions to workflow and business operations. If unexpected challenges arise during the preparation phase, adjustments can be made with minimal stress.

2. Perform an Assessment

Evaluate the current setup and determine what is working and what needs improvement. Anticipate future requirements that align with the practice’s values. Space for upgraded technology, for instance, may be a goal intended to improve medical services and patient satisfaction.

3. Select a Location

A new practice location should check off all the requirements, such as a layout that accommodates more patients, space for existing and new medical equipment or access to parking and public transportation. Verify the new building is ADA compliant, is wheelchair accessible and meets regulatory standards.

4. Find a Commercial Mover

Search for an insured, bonded commercial mover that is experienced in transporting medical equipment and abides by state and federal guidelines for relocating medical equipment. The moving crews should be trained in disassembling, packing, and transporting sensitive or hazardous medical equipment.

5. Notify Insurers and Organizations

Remain in compliance by notifying in-network providers and relevant federal insurers, like Medicare and Medicaid, of the new address. If the practice’s doctors are members of professional organizations or associations, provide them with the updated address to ensure uninterrupted operations.

6. Notify Service Providers

Practices that utilize services, like payroll, billing, and medical waste disposal, should inform providers of the relocation. Each physician in the practice must send a written notification before the move to the US Drug Enforcement Agency. Contact vendors that provide medical supplies, too.

7. Inform Patients

Patients are the bedrock of a medical practice, so it’s critical to inform them of the move clearly and courteously at least 30 days in advance. Use methods, such as listing the move date and new address on the practice website, posting a note on the door or emailing patients.

8. Notify Staff

In addition to patients and government agencies, the employees are among the stakeholders to be notified of the upcoming relocation. Brief the staff on the relocation plans, the timeline, and new procedures. Advise them of data security protocols and provide the necessary training.

9. Appoint a Relocation Project Manager

Build a relocation team consisting of employees who will each play a role in the success of the move. Designate a project manager to coordinate and oversee the relocation process; this team member should be available to answer questions or concerns from the staff.

10. Transfer Records Securely

While many of today’s medical practices rely on electronic medical records, some offices still store paper files that must be relocated securely. Develop a plan to move all records safely that adheres to HIPAA rules. Advise patients on how to access their medical records during the transition.

11. Schedule the Move Strategically

Minimize major disruptions to operations by scheduling the relocation during expected downtimes. Periods that are least busy for medical practices vary but generally are around the holidays or on certain days of the week, like Fridays. Tuesdays, for instance, are busiest with patient appointments.

12. Update Marketing Materials

Keep the practice information current. Post the new facility address, phone number, and contact information on the practice website. Additional marketing materials to update include business cards, brochures, and online directories. Update this information 2 to 3 months before the move.

13. Start Packing Early

Start packing in small phases weeks ahead of the move. This prevents the relocation process from becoming overwhelming to office managers and other personnel. Label each box with the contents to allow for quick access if those items are needed prior to the move date.

14. Test Equipment and Systems

Before resuming operations, test all medical equipment and IT systems to confirm proper functionality and security. This includes diagnostic machines, lab devices, imaging equipment, computers, and network systems. Make sure each device is calibrated, software is updated, and staff can securely access the system. Testing ahead of time prevents delays in patient care and protects sensitive data.

HIPAA Compliance and Protecting Patient Data During Your Move

When relocating a medical practice, keeping patient information safe is non-negotiable. Chicago practices face unique challenges during a move, and following proper HIPAA procedures is essential to avoid costly fines and protect trust. Here’s what it takes:

• Encrypt ePHI During Transport and Storage: Any electronic protected health information (ePHI) should be encrypted while being moved or stored. This ensures that, even if devices or drives are lost or temporarily misplaced, patient data remains secure.
• Use Multi-Factor Authentication (MFA): Accessing ePHI should require MFA on computers, servers, and mobile devices. This extra layer of security helps prevent unauthorized access during the busy and sometimes chaotic moving process.
• Perform Security Risk Assessments: Conduct thorough checks of your systems and processes before and after the move. Identify weak points in IT networks, data handling, and storage procedures so you can address vulnerabilities before they become problems.
• Verify Business Associate Agreements: Any third-party movers, IT specialists, or vendors handling sensitive records must have HIPAA-compliant agreements in place. This ensures that everyone involved meets federal standards for protecting patient information.

By following these key steps, your practice can prevent serious HIPAA violations. Fines for non-compliance can range from $100 to $50,000 per violation, depending on intent and severity. Taking proactive measures not only helps your practice stay within legal requirements but also reassures patients that their confidential information is managed with the utmost care throughout the relocation.

How to Keep Patients Informed and Maintain HIPAA Compliance

A smooth relocation isn’t just about moving equipment and furniture — it’s also about keeping your patients informed while protecting their sensitive information. Chicago practices can follow these steps to maintain trust and security:

Communicate Professionally:

•       Send emails, text messages, or postcards to notify patients of the new address, phone numbers, and office hours.
•       Update your website, voicemail, and Google Business profile to reflect the change.
•       Avoid sharing any patient-specific health information in public communications.

Conduct a Post-Move HIPAA Review:

•       Revisit your HIPAA Security Risk Assessment to ensure all safeguards are active.
•       Confirm that physical security measures — including locks, alarms, and access controls — are functioning correctly.
•       Provide staff with training on location-specific procedures or updates to data handling protocols.

Relocate Your Practice with Chicago Office Movers

Relocating a medical practice takes thorough planning and flawless execution. While a challenge, the move is less overwhelming when doctors work with an experienced commercial mover that provides expert assistance throughout the entire process, from planning to careful packing and secure transport.

Chicago Office Movers is the preferred choice for large corporations and small businesses with plans to move to greener pastures. We provide comprehensive commercial moving services, designed to support companies and allow them to reach their next destination as seamlessly as possible.

Our crews are background checked, licensed, and trained to handle moves of all sizes. We successfully pack and transport fragile lab equipment and heavy machinery. Movers treat all items with care, ensuring they arrive at the destination in the same condition as when they were packed.

Medical practices can be assured that their most sensitive goods, such as medical record files, are handled securely and confidentially. We also offer storage facilities when you need to store items prior to the move. At the destination, our movers provide setup services.

Reduce your downtime and stress by hiring the experienced relocation professionals at Chicago Office Movers. Our office moving company will relocate your medical practice, whether it’s down the street or across the ocean. Plus, our expertise and industry knowledge allow us to resolve issues right away.

Frequently Asked Questions

Moving your office is always a big deal — a fresh start, new opportunities, and maybe even a little excitement in the air. But beneath all that buzz is a serious responsibility: keeping your sensitive documents and data safe during the move. Whether you’re relocating inside Chicago or heading to one of its busy suburbs, protecting confidential information throughout the process is absolutely critical.

Let’s face it: office moves are chaotic. Boxes stacked in every corner, employees juggling their usual tasks while packing, IT scrambling to keep systems online. When sensitive data is involved, the stakes couldn’t be higher. A lost file, a stolen hard drive, or a document left unprotected can cost your business thousands, even millions — not to mention the damage to your company’s reputation, which is often much harder to fix.

So how do you protect your most valuable information during this hectic time? Let’s break it down into 7 essential steps based on industry best practices and real-world experience.

Why Sensitive Documents and Data Need Extra Care During an Office Move

Every day, your business handles a wealth of confidential information — from client contracts and employee records to financial reports, legal files, health information, and intellectual property. Mismanaging or losing any of these could lead to:

• Legal issues and fines. Regulations like HIPAA (for healthcare), GDPR (for EU data), FINRA (for financial institutions), and others impose strict rules on how sensitive data must be handled. Violating these can mean costly penalties and lawsuits.
• Broken trust. Clients and partners expect you to protect their data. A breach or leak can irreparably damage these relationships.
• Operational disruption. Losing key documents or access to critical data can halt your operations — sometimes for days or weeks.

The reality is simple: moving your office increases the risk of data being lost, damaged, or exposed. Without a clear plan, even one misplaced box or unsecured laptop could cause big problems.

The Challenges of Moving Sensitive Documents and Data

Moving sensitive information is not just about packing up paper. You’re dealing with:

• A huge volume and variety of data: From paper files to servers, laptops, external drives, and cloud systems.
• Multiple people involved: Departments, movers, IT specialists — the more hands touching your data, the greater the risk of something going wrong.
• Both physical and digital risks: Theft, damage, data corruption, accidental exposure, and cyberattacks can happen.
• Strict compliance requirements: Depending on your industry, the rules around data handling can be very complex.

7 Steps to Safely Handle Sensitive Documents and Data During Your Office Move

Step 1: Take a Complete Inventory and Classify Everything

You can’t protect what you don’t know you have. Start by conducting a thorough audit of all documents, devices, and storage media containing sensitive information.

• Walk through every department and list everything that holds sensitive data.
• Categorize files by sensitivity level — public, internal, confidential, or highly confidential.
• Decide which items can be archived, digitized, or shredded before the move to reduce physical handling and risk.

ℹ️Read: Best Practices For Managing Office Inventory and Supply

Step 2: Create a Clear Data Handling Plan and Assign Roles

A solid plan keeps everyone aligned and prevents mistakes.

• Appoint a data security officer or move coordinator who will be responsible for overseeing the protection of sensitive information.
• Develop step-by-step procedures for packing, transporting, and unpacking confidential materials, including secure packaging methods and labeling systems.
• Define who is authorized to handle sensitive items — limiting access lowers the chance of leaks or losses.
• Plan your move timing carefully to avoid busy or chaotic periods.

Step 3: Secure Physical Documents With Proper Packaging

Not all sensitive documents can be digitized or discarded — think original contracts, tax filings, or HR records. These need extra protection.

• Use lockable, tamper-evident boxes rather than standard moving cartons.
• Seal boxes tightly, and label them discreetly with coded markers to avoid drawing unwanted attention.
• Whenever possible, move these packages separately or with added security measures, like direct courier services or trusted movers trained in confidentiality.

ℹ️Read: 6 Mistakes to Avoid While Packing

Step 4: Protect Your Digital Data and Devices Like a Pro

Moving digital assets requires precision and care.

• Back up all data multiple times, including encrypted offsite or cloud backups, before the move.
• Encrypt laptops, external drives, and servers to prevent unauthorized access in case of loss or theft.
• Get your IT team involved or hire experts who specialize in relocating IT infrastructure — this minimizes downtime and safeguards data integrity.
• Transport digital devices in locked cases or containers, and track them carefully throughout the move.

Step 5: Maintain a Strict Chain of Custody

When sensitive materials change hands, errors and breaches happen if there’s no accountability.

• Keep detailed records of who packed, transported, and received each item.
• Use signed handoff forms at every stage to ensure accountability.
• Employ tracking technologies like barcode scanners or RFID tags for high-value or highly sensitive assets.

Step 6: Dispose of Unneeded Documents and Devices Securely

Don’t overlook the importance of secure disposal — throwing out sensitive info carelessly can be disastrous.

• Use NAID AAA-certified shredding and e-waste destruction companies to safely destroy paper documents and electronic devices.
• Obtain certificates of destruction to prove compliance with regulations.
• For hard drives and storage media, consider physical destruction if wiping data isn’t sufficient.

Step 7: Train Your Team Thoroughly

Even the best plans fail if your team isn’t on board.

• Educate everyone involved about the risks and proper procedures for handling sensitive data during the move.
• Reinforce confidentiality agreements and company policies.
• Provide clear contact points for questions or to report any suspicious activity.

Planning a Move? Let’s Make It Easy and Secure

Planning an office move in Chicago or suburbs or to a different location? We know how overwhelming it can be, especially when sensitive documents and valuable equipment are involved. That’s why Chicago Office Movers specializes in careful, detailed planning to ensure your move goes smoothly — with zero hassle and full protection of your important data.

From organizing and packing to secure transport and setup at your new location, we handle every step so you can focus on your business. Contact Chicago Office Movers today at (312) 244 2246 or fill a request online, and let’s start planning a move that’s stress-free and efficient.

Frequently Asked Questions

When transitioning into a new workspace, business owners may choose to either relocate to a new building or decommission their current office. While these processes share some similarities, they serve different purposes. Understanding the key differences between office relocation and decommissioning is essential.

Quick Comparison: Office Move vs. Office Decommissioning

What is an office relocation?

An office relocation is simply moving from one building to another. The new office may be located down the street, in another state, or across the ocean. Company owners choose to relocate to meet their current or future business needs, whether that involves downsizing or upgrading to a bigger facility.

Why do companies relocate?

Growing businesses that seek to attract a new talent pool may relocate to an urban area populated by young, ambitious professionals. Similarly, businesses with plans for expansion might move to a bigger building to house a larger number of employees.

Business growth can also demand additional office space to accommodate advanced technology and equipment. Inventory needs may change as businesses experience a spike in growth. Moving to a prestigious address or a brand-new building enhances a company’s image and improves morale.

Conversely, companies may downsize and see the need to operate out of a smaller building. Especially with the increase in remote and hybrid work, many businesses have reduced needs for physical office space. Relocating to a more efficient space can be a cost-saving measure.

What is involved in a corporate relocation?

Moving to a new office requires packing up the existing office equipment, supplies, and furniture and relocating them, often with the help of a commercial office mover. A corporate relocation is a major event and requires detailed, advanced planning to be successful and limit downtime.

What is office decommissioning?

Decommissioning an office also involves moving out of the current workspace. However, the difference is that the business is obligated to clean the office space, returning it to the condition it was when they first moved in. Upon decommissioning the office, the security deposit is returned.

The business must clean the office from floor to ceiling, eliminating all traces of their use of the space. The purpose of office decommissioning is to make it easier for the next tenant to move in and give them an opportunity to customize the space according to their business needs.

Learn More about the Benefits of Office Decommissioning

Why do companies decommission the office?

Office decommissioning is stipulated in the lease terms and is therefore expected once the tenant leaves. Oftentimes, the lease agreement describes in what condition the space must be left, whether that’s the original condition or a specific state as defined in the lease.

Some leases simply require a “broom clean,” which involves a basic cleanup of debris. Others demand an extensive cleanup involving the removal of furniture and fixtures, disconnecting utilities, and fixing damages. Failure to adhere to the decommissioning requirements could result in financial penalties, like security deposit deductions.

What is involved in office decommissioning?

The decommissioning process varies depending on the terms of the lease. In general, however, the property manager may require that the business turn off phone lines and remove office equipment, such as photocopiers and fax machines, before the space is vacated.

The property manager may point out damage caused by the tenant during their stay that must be repaired. It is beneficial when business managers bring photos of the space before they move in. Sharing them with the property manager helps identify fixtures that need repair before vacating.

Liquidating office furniture is another part of the decommissioning process. Companies might reuse desks, chairs, and computers and relocate them to the new office. In the event the office furnishings are unusable, it’s advised to recycle or donate them rather than discard them in landfills.

Before deciding what to do with the office furniture, company owners should consider the layout of the new office space and how the existing furnishings can be incorporated. Some used equipment may pose as dangers, like lead exposure, and should be appropriately handled.

Consider creating an inventory of all the office equipment and furniture. The list should include details, such as damage and the current conditions of the goods. Wear and tear could increase the cost of restoring or transporting the items. Take ample photos to reference later on.

How long does decommissioning take?

The length of time to decommission an office varies based on its size and the extent of decommissioning needs. On average, expect to dedicate up to six months to the process. Most companies hire a trusted commercial mover to manage the office decommissioning and shorten this timeline. Delegating the decommissioning process to a commercial moving service gives a company time to focus on prepping the new location and limits disruptions. Plus, the mover can serve double duty and relocate the business to the brand-new building. One trusted mover is Chicago Office Movers.

Office Decommissioning from Chicago Office Movers

We offer comprehensive office decommissioning services, whereby our specialist meets with your property manager to learn the requirements of the decommissioning. Customers are provided with the contact information of the project manager who oversees the decommissioning, in case questions arise.

Our crews work tirelessly to restore the office, removing appliances, fixing damaged drywall, and removing dangerous products, such as lead paints and flammable chemicals. We also remove, recycle, or repurpose unwanted office furniture, preventing them from ending up in landfills.

Additional services included in the decommissioning process include disconnecting cables, replacing light bulbs, and replacing ballasts. The tiles are cleaned, and the carpets are vacuumed. We’re also available to remove signs, recycle e-waste, shred documents, and paint the office space.

Rest assured that the office decommissioning is performed by qualified specialists. Our crews are insured, bonded, and licensed. The main objective is to return the existing office space to its original condition and satisfy the lease requirements. Whether your company has plans to relocate or seeks thorough decommissioning services, Chicago Office Movers is qualified to provide both.

Frequently Asked Questions

If you’ve been using your office chair daily—whether at home or in a corporate workspace—it’s probably due for a deep clean.

While most people wipe down their desks and keyboards regularly, they often overlook the office chair, one of the most-used and most-touched items in a work environment. Sweat, dust, food crumbs, pet hair, and body oils slowly accumulate in the fabric, mesh, or leather surfaces. Over time, this build-up can lead to odors, visible stains, and even skin irritation or allergies.

In this comprehensive guide, we’ll show you exactly how to clean your office chair, step by step, based on its material—fabric, mesh, leather, or vinyl. You’ll also learn how to clean the wheels, remove odor naturally, and disinfect high-touch areas safely, using tools and supplies you already have at home.

Why It’s Important to Clean Your Office Chair Regularly

Office chairs are used for hours on end, often without a second thought about hygiene. But research shows that the average desk chair can harbor thousands of bacteria per square inch, especially in shared workspaces.

Cleaning your office chair regularly helps:

• Improve indoor air quality by reducing allergens
• Extend the lifespan of upholstery and parts
• Prevent odor buildup, especially from sweat
• Maintain proper function of wheels and levers
• Create a more professional and comfortable workspace

According to the American Journal of Infection Control, fabric furniture in office settings can be a hidden source of allergens and microbial growth if not properly cleaned.

What You’ll Need to Clean an Office Chair

Here’s a list of basic supplies you’ll want to gather before getting started. Most of these are household items:

• A vacuum with a brush or upholstery attachment
• Microfiber cloths
• Dish soap (mild and unscented)
• Warm water
• White vinegar (for odor removal)
• Rubbing alcohol or upholstery stain remover
• Soft-bristled brush or an old toothbrush
• Compressed air (for cleaning wheel crevices)
• Leather cleaner and conditioner (if applicable)

At First: Check the Cleaning Code

Look under the seat or on the tag to find a cleaning code that tells you what cleaning methods are safe:

• W – Use water-based cleaners
• S – Use solvent-based cleaners
• W/S – Either water- or solvent-based cleaners are safe
• X – Vacuum only; no moisture

How to Clean an Office Chair: Step-by-Step by Material

1. Cleaning a Fabric Office Chair

Fabric is a popular choice for office chairs because it’s comfortable and breathable. But it also absorbs sweat, food stains, and odors more easily than other materials.

Step-by-Step Instructions:

1. Vacuum the entire chair, including the seat, back, arms, and underside, to remove loose dirt, hair, and crumbs.
2. Mix a solution of warm water and a few drops of dish soap in a small bowl or spray bottle.
3. Dampen a microfiber cloth in the solution (do not soak it) and gently blot any stained areas. Avoid scrubbing hard.
4. Rinse the cloth with clean water and wipe again to remove soap residue.
5. Allow the chair to air dry completely. You can open windows or use a fan to speed up the drying process.

2. Cleaning a Mesh Office Chair

Mesh chairs allow for airflow and are great for warmer environments, but their open weave tends to trap dust, lint, and hair.

How to Clean a Mesh Chair:

1. Vacuum thoroughly with a brush attachment to remove debris from the mesh backrest and seat.
2. Use a soft-bristled brush to loosen stubborn particles embedded in the mesh.
3. Mix mild soap and water, dip a cloth in the solution, and gently wipe the mesh surface. Avoid using too much water, as mesh can stretch or warp.
4. Let the chair air dry completely before sitting again.

3. Cleaning a Leather Office Chair (Real or Faux)

Leather chairs make a workspace look professional and polished—but they require specific care to prevent drying, cracking, or fading.

Here’s how to clean a leather office chair properly:

1. Use a dry microfiber cloth to wipe away dust and surface debris.
2. Mix equal parts distilled water and white vinegar, or use a leather-specific cleaner.
3. Apply the solution using a soft cloth—never spray directly onto the leather.
4. Gently wipe down the surface in circular motions.
5. Use a dry cloth to absorb moisture and avoid water spots.
6. For real leather, apply a leather conditioner every few months to keep it supple and hydrated.

4. Cleaning a Vinyl or Plastic Office Chair

Vinyl chairs are often found in medical offices or minimalist setups. They’re the easiest to clean and require minimal maintenance.

Quick Cleaning Guide:

• Spray an all-purpose cleaner or soapy water on a cloth and wipe the seat, backrest, and legs.
• For tough grime, use a magic eraser or a soft sponge.
• Rinse and dry thoroughly to prevent streaks or watermarks.

Don’t Forget: Clean the Chair Wheels and Armrests

Chair wheels (casters) collect more dirt than you think—from hair and lint to food crumbs and carpet fuzz. Dirty wheels reduce mobility and can scratch hardwood floors.

How to Clean Chair Wheels:

1. Flip the chair upside down.
2. Remove visible debris with tweezers or your fingers.
3. Use compressed air or a small brush to dislodge stuck dirt inside the wheels.
4. Wipe each wheel with a damp cloth.
5. Apply a silicone-based lubricant to keep wheels moving smoothly.

To Clean Armrests and Adjustment Levers:

• Use 70% isopropyl alcohol or disinfecting wipes.
• Wipe down all high-touch areas: armrests, tilt levers, and height adjustment handles.

How Often Should You Clean Your Office Chair?

Expert Tips to Keep Your Office Chair Clean Longer

• Use a washable seat cover to reduce wear and odor buildup.
• Avoid eating at your desk to prevent food stains.
• Keep pets off the chair—fur can be difficult to remove from fabric and mesh.
• Clean up spills immediately to prevent permanent stains.
• Vacuum your floors regularly to stop debris from transferring to chair wheels.

Ready to Move Your Chicago Office? Let Us Handle the Heavy Lifting

Relocating your office is a big task — from carefully packing sensitive equipment to moving bulky furniture like desks, chairs, and conference tables, it can quickly become overwhelming. That’s why Chicago Office Movers is here to help.

We specialize in full-service corporate relocations tailored to businesses of all sizes throughout the Chicago area. Our expert team handles everything from packing and unpacking your files and technology to disassembling, moving, and reassembling your office furniture with precision and care.

Whether you’re moving across the street or to a new city, we make sure your office move is smooth and efficient, minimizing downtime so your team can get back to work fast. Plus, with flexible scheduling options—including evenings and weekends—we work around your business hours.

Don’t stress over the logistics—let Chicago Office Movers take care of the heavy lifting and details, so you can focus on what really matters: running your business.

Call Chicago Office Movers today or contact us online for a free consultation and customized moving plan tailored to your office’s unique needs.

Frequently Asked Questions