Office Admin

You’ll want to start this process approximately 10 months before you plan to open your doors.

Use resources that are already available to you before reinventing the wheel. Many NDs have their patient intake forms on their website to be downloaded. Check around for features and questions that will be useful to your particular type of practice. This form is dynamic and ever changing. Make modifications as needed. Also remember a pediatric intake form or forms for other special populations if you intend on focusing your practice. CCNM provides alumni association members with blank patient intake form templates. Visit CCNM's alumni section for more information.

Arrange Visa/MasterCard services
Your bank will help here. Costco also offers a good deal on phone, internet and credit card processing for its members.

Appointment book
There is lots of software out there for this. Patient Appointment Manager (about $300) seems to be quite good. Other clinics prefer a simple paper, pencil and eraser system.

Phone and Internet connection installed
Consider using the same company for your phone and internet. It will be simpler to deal with one company. Rogers, Bell and Costco (see above) all both provide small-business packages. Call or check websites for offers.

Design and arrange outside sign
Keep working with your graphic designer to insure a consistent look for your outdoor signage. Make sure you check with yout property manager to make sure your sign is within the city bylaws.

Please use this checklist to store your progress and continue through this site.

15 months to opening
Give yourself a personal check-up – take a little time to step back and think about where you see yourself in life. Think about what makes a good doctor, and what makes a good business person.

Begin planning for professional success – your business plan
Determine your patient focus and conditions - what type of patient do you feel you would like to focus on?
Decide on type of practice - alone/with partner(s)/with chiro/with MD. This short quiz (in Microsoft Excel) will help develop your goals.

quiz

Decide location – what province or state – and then refine location – what part of city or rural location
Begin to develop a business plan including financing needs

10 months to opening

Decide on a name – naming your practice
Develop a design for your card/website/signage – creating your visual and online identity
Develop a rough partnership agreement if applicable

Five months to opening

Complete business plan
Register your business with provincial/state
Check with your provincial association as to whether you should be charging HST (Harmonized Sales Tax). Generally medical services are exempt, but if you are selling supplements HST will probably apply. Some provinces still charge separate GST and PST. The Canada Revenue Agency (CRA) and the Ontario Government have information.
Set up an account with CRA/IRS for withholding tax if you have employees
Set up listings with as many search websites that you can
Open a business bank account
Obtain police check
Malpractice insurance
Join provincial/state association
Join federal association
Personal health insurance
Interview and hire a lawyer
Search for and negotiate suitable location, check for zoning requirements, and hire a contractor for renovations if necessary
Design and arrange interior signage
Lawyer reviews lease
Utilities installed - heat, electricity. You may be required to come up with a deposit as a business customer.
Advertise for office receptionist
Obtain a phone number from phone company
Design and print cards, and hand them out to everyone you meet
Design and print advertising brochure
Design and arrange website
Order computer/printer
Purchase a bookkeeping system or interview and hire a bookkeeper
Arrange renovations and order office furniture
Record personal items transferred to business. The tax laws basically say that "any reasonable expense incurred to earn income" can be deducted for tax purposes. Keep track of your expenditures, and save your receipts.
Obtain virtual phone
Design and print Patient Intake Forms
Design and print invitations to opening
Meet with 10 people/wk about your practice

Two months to opening

Clinic renovations under way. Remember, changes will add to your cost. Be gentle with your contractors!
Arrange Visa/MasterCard services. Your bank will help here.
Meet with supplement companies
Arrange for phone installation
Internet connection installed
Design and arrange outside sign
Develop or obtain patient handouts
Appointment book
Send out invitations to opening and follow up with a phone call. Have some "fun" activities and demonstrations.

One month to opening

Arrange two speaking invitations
Clinic renovations
Interview and hire a lab service provider
Phone line installed
Develop office procedures
Patient tracking system
Hire receptionist (you may want to wait until you start)
Order initial stock of supplements
Order office supplies/lab coats/name tags
Distribute advertising brochures
Arrange catering/refreshments for opening

One week to opening

Try to book at least three patients
Clean the clinic top to bottom
Practice clinic operating systems

Opening day

Be a great doctor