I. CHOOSE YOUR SPACE AND LOCATION
This is your initial vital decision! Your location will either make you or break you. I would recommend getting on board with a commercial realtor in your area. They are the most knowledgeable on where the growth is occurring, where new or existing office space is located, who is friendly on the landlord playing field and will act as your representative in negotiations between the landlord and yourself. They will help you choose your location based on the following:
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IV. DEVELOP BUSINESS
PLAN/PRO-FORMA
Your Business Plan is developed to not only eventually guide you through your
endeavors, but to initially assist you in convincing a bank to provide your
financial banking. Remember that a banking institution does not truly
understand how profitable a Pediatric Dental practice can be. You have to
educate them! A framework outline is given below:
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VII. LINE DRAWING FOR OFFICE LAYOUT
It is vital that you convey to your architect your ideas and concepts!
Be as specific as you can when it comes to details and images you want to see
developed. Put onto paper as many pictures and ideas as you can. When you meet with your architect, explain
to him what it is you do and the importance of carrying out your ideas to best represent what it is you are trying to achieve!
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X. FINANCIAL BACKING FROM
BANK/LENDER
You will need to interview several financial institutions. As mentioned previously, your accountant or Practice Management Consultant should be present during your interviews with all financial institutions for clarification and support.
Points of interest that you want to challenge the financial institutions with:
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XIII. SIGN BUILDING LEASE
XIV. SIGN EQUIPMENT LIST
Once your lease is finalized, you will need to sign it and obtain a copy to be kept in a safe. Congratulations! Your space is now officially yours! No one can outbid you and “steal” your office out from under you! Thank your attorney and write him a big ‘ole check!
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XVI. TEAM MEETING
Meet with the above named team players to confirm that everyone understands how the pieces of the puzzle will fit together. At this meeting, calculate out an approximate time line when each team player will be utilized.
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XIX. INTERVIEW STAFF/SECURE OFFICE
PERSONNEL
It will be up to you to interview and hire your initial team. I hired my Practice Administrator first, so that the front was covered while I was my own dental assistant for the first few months. This way, someone can answer the phones while you are producing! :)
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III. BEGIN INITIAL LEASE NEGOTIATIONS
You will need to hire an attorney at this point. It is extremely important that
you have a thorough understanding of your lease and all written paragraphs.
Search out an attorney who has experience with medical and dental lease negotiations. Remember that once you sign your lease, you are at the mercy of the landlord – for the entire period of your fully executed lease! Some items of interest:
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VI. DEVELOP THE THEME OF
YOUR OFFICE
This is where a kid can be a kid…and the doctor too! Let your imagination run free – you have to walk through those doors everyday, so create it the way you want to!
Two points to remember when choosing a theme:
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IX. INITIATE UPFIT BIDS ON
OFFICE SPACE
Your commercial realtor should be able to recommend highly qualified general
contractors to bid on the build-out of your office. Usually you will want to
have 5 contractors bid against each other on the final cost of your build-out.
This should take no longer than a week. Your commercial realtor will guide you
through this process. Again, this is a vital dollar estimate that will be needed to help you decide on your final loan estimate.
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II. CONTACT DENTAL SUPPLY COMPANY
You need to choose your dental supply company carefully. Their goal is to
establish a long term working relationship with you – your goal is to find the best possible match with your practice. Some of the following points are helpful:
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V. EQUIPMENT SELECTION/SOFT SUPPLIES
One of your largest expenses will be the cost of your dental equipment. It is
imperative that you estimate as closely as possible the amount you will be
budgeting for dental equipment and supplies. You will need this number when figuring your loan request!
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VIII. SECURE PERSONAL INSURANCE
The bank that will be backing your financial adventure will insist that they be named as the primary beneficiary in the unlikely event of your death.
Therefore, you will need to secure enough personal insurance to cover your indebtedness. There are many insurance companies available who deal exclusively with medical and dental policies.
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XI. ATTORNEY TO REVIEW
COMPLETED LEASE
Have your attorney complete final revisions of your negotiated lease.
It is not uncommon for lease negotiations to exchange hands between your attorney and your landlord multiple times. At each of these revisions, make sure you understand what was changed,
why it was changed and any implications this may have in
the future!
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XII. SECURE OFFICE INSURANCE
It is time to begin the underwriting process for your office insurance. You will need to purchase the following types of insurance:
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XV. HIRE GENERAL CONTRACTOR
Decide on your general contractor and have an initial meeting with him to
ensure all questions are clarified. Advise him that you would like to meet with him and any of applicable sub-contractor foremen who may have questions regarding a dental up-fit.
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XVII. HAVE ARCHITECT SEAL/APPROVE
PLANS & ELEVATIONS
Almost all states will require that an officially certified architect “seal” your
plans (his professional approval). Many dental supply companies offer to draw
and design your office on a CAD/CAM machine and can even print out realistic “blueprints”, but these are not “official” by the state. You will have to have your architect makes these “official”. Make certain all cabinetry is drawn as you have requested. If uncertain, have your architect draw a schedule or detail of it. Once it is in the field, it is up to your general contractor to interpret – which can be risky!
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XVIII. UP-FIT CONSTRUCTION
On average, the internal build-out of an office space in an existing building
should take no longer than 3-4 months to complete. The dental equipment and
chairs can be installed in less than a week.
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XX. MARKETING OF PRACTICE
Approximately six weeks prior to opening your office, you will want to send a letter introducing yourself and announcing you will be opening to the following groups:
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XXI. OPEN YOUR DOORS
I would advise having your staff in the office one week without seeing any
patients. It will take you that long at minimum to ensure:
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