Medical Office moving in St. Johns County and Jacksonville: moving crew at work

Healthcare & Medical

Medical Office Moving in Jacksonville and St. Johns County

Every exam room, provider office, and nurse station gets a number, so a multi-physician practice opens Monday with each room set the way its provider expects.

(904) 209-9277

Licensed & Insured Fully Covered
Owner-Operated By Devin Vangel
Northeast Florida St. Johns + Duval + Beyond

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Planning a Medical Office Move

A practice with four physicians and two nurse practitioners doesn’t have one office to move. It has a dozen exam rooms that should look alike, six provider offices that shouldn’t, a nurse station, a draw room, a front desk, and a billing team. The move goes well when every one of those spaces has a number before anything is wrapped.

We start with your new floor plan and give each room a number that matches a label on every exam table, stool, side chair, and supply cabinet leaving the old suite. Providers’ offices get their name as well, so a doctor’s bookcase doesn’t end up in the room next door. Paper charts are handled the way your staff decide: they box and seal them, then keep them or give them to us closed. Florida’s record-retention rules mean older paper often has to come along or go to a records vendor, and that choice stays with the practice, as do all of its privacy obligations.

Who usually signs off: Practice administrator or office manager, with the managing physician approving the closing days
Timing that works: Thursday or Friday close with the heavy work on the weekend, timed to the last patient and the EHR vendor’s cutover

What typically moves

Power and manual exam tables Lowered and unplugged by staff, then moved upright on dollies and set in their numbered rooms.
Exam-room stools, side chairs, and supply cabinets Tagged to room numbers; cabinets travel emptied or taped, as your nursing lead prefers.
Provider offices Desks, credenzas, bookcases, and framed licences packed under each provider’s name.
Nurse station and vitals alcove Freestanding counters and chairs; the scale and vitals monitor go where the nursing lead marks them.
Phlebotomy chair and draw-room carts Moved once lab staff have cleared tubes, needles, and specimen supplies.
Front desk, waiting room, and billing office Check-in counters split at their joints, lobby chairs pad-wrapped, billing desks labeled by seat.

Access and scheduling

Medical office buildings on the Southside, around Deerwood Park and Baymeadows Rd, and near the newer Nocatee plazas often share elevators and loading doors with practices that stay open. The building manager usually wants moves after clinic hours, padded elevator walls, a named loading door, and an insurance certificate that names the landlord. We collect those rules in writing and fit the schedule to them.

The EHR cutover shapes the week. Your IT contact and EHR vendor pick the day the new suite goes live, and we work backward from it: staff finish Thursday or Friday, the front office and provider offices go out that evening, exam rooms follow on Saturday, and the vendors test devices on Sunday. If a provider is on call or doing hospital rounds, we set their office last so they can keep working from it.

Protection and handling

Exam tables are heavy and top-weighted, and their upholstery tears easily on door hardware. We move them upright, strap them to dollies, and wrap the tops. Laminate cabinets get corner guards, and we lay runners and pad the door jambs at the new suite ahead of the first table.

Our crew doesn’t open, sort, or inventory anything with patient information in it. Sealed chart boxes come off the truck just as they went on, and they go into the room your office manager names, not into a hallway. Medications, vaccines, sharps containers, and specimen supplies are packed and carried by clinical staff. If we find any of these left in a cabinet, we stop and call your office manager before it’s loaded.

Who does what

Some of this job belongs to other trades. The written plan names each one.

EKG machines, spirometers, vitals monitors, and point-of-care analyzers: Your biomedical or equipment vendor packs, moves, and tests them, or tells your staff how to carry them.
EHR, network, phones, and check-in tablets: Your IT contact and EHR vendor. We unplug and reconnect only the computer and screens at each workstation.
Medications, vaccines, sharps, and specimen supplies: Your clinical staff, following the practice’s written procedures.

Not part of our work

Opening, reading, or organizing any chart, record, or storage device that holds patient information.
Moving medications, vaccines, sharps, or specimens.
Setting up or testing any medical device.

Around St. Johns County and Jacksonville

Many multi-provider practices sit in the medical office buildings near Baptist and UF Health facilities on the Southside and downtown, in the San Pablo Rd corridor near the Mayo Clinic campus, and in newer buildings in Nocatee and along US-1 toward St. Augustine. Most are shared buildings, so move-hour rules come from the property manager.

The crew that shows up

Happy 2 Help Moving crew lead in a black company polo

Medical Office Moving FAQs

Another question? Call (904) 209-9277.

Can each provider’s exam rooms be set up before the provider arrives?

Yes, that’s the purpose of numbering rooms. Each table, stool, and cabinet is labeled to its room and placed from your floor plan. If providers stock their rooms differently, your nursing lead can give us a short note per room and we set the furniture to it before staff arrive to restock.

One of our physicians keeps seeing patients until Friday evening. Does that hold up the move?

Not if we plan for it. We move shared areas and the other providers’ rooms first and leave that physician’s rooms and office for the last load. The front desk can stay in place until the final patient leaves, and it goes last.

We still have a room full of old paper charts. What should we do with them?

That decision is yours and your records vendor’s. Some practices bring them to the new suite, others send them to a records company. If they come with us, your staff box and seal them first, label each box by shelf, and we move the sealed boxes to the room you choose.

Can we move in stages if the new suite isn’t fully ready?

Often, yes. Administrative staff and billing can move first if the new suite has a finished office area, and exam rooms follow once the build-out passes inspection. We set each stage as its own labeled load so nothing gets mixed between visits.

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Plan your business move

Tell us both addresses, the building rules you know about, and the dates you cannot move. We will send back a written plan and estimate.

Call (904) 209-9277

Mon–Sun 8:00 AM – 7:00 PM