Healthcare Office Relocation Patient Communication Form

Healthcare Office Relocation Patient Communication Form

Moving your medical practice to a new location is a significant undertaking—and clear, compassionate communication with your patients is essential to maintaining trust and ensuring continuity of care. This Healthcare Office Relocation Patient Communication Form helps medical practices, dental clinics, therapy centers, and other healthcare providers manage every aspect of patient transition during an office move.

Why healthcare practices need a dedicated relocation communication form

Unlike typical business relocations, healthcare moves involve regulatory considerations, patient anxiety about continuity of care, medical records compliance, and accessibility requirements. Patients need reassurance that their care won't be disrupted, their records will transfer securely, and the new location will meet their physical and scheduling needs.

This form template addresses those concerns head-on by:

• Confirming patient awareness of the relocation with clear timelines
• Managing appointment rescheduling for existing bookings affected by the move
• Providing detailed directions and accessibility information for the new location
• Handling medical records transfer preferences in compliance with HIPAA
• Capturing updated contact information to maintain patient communication
• Addressing accessibility and special accommodation needs at the new facility

Who should use this template

This form is ideal for:

• Medical practices (primary care, specialists, family medicine)
• Dental and orthodontic offices
• Mental health and counseling practices
• Physical therapy and rehabilitation clinics
• Chiropractic and alternative medicine practices
• Veterinary clinics (adapted for pet owners)
• Healthcare administrators managing multi-provider relocations
• Medical office managers coordinating patient transitions

Whether you're a solo practitioner or managing a multi-provider facility, this form ensures no patient falls through the cracks during your move.

Key features of this relocation communication form

Patient acknowledgment and confirmation
Capture each patient's awareness of the move, ensuring they've received and understood the relocation details. This creates a clear record of communication for compliance and continuity purposes.

Appointment rescheduling workflow
For patients with existing appointments during or immediately after the move, this form collects their preferred rescheduling options, date/time preferences, and urgent care needs—helping your scheduling team prioritize and communicate changes efficiently.

New location information and directions
Provide comprehensive details about the new facility including address, parking information, public transit access, and any changes to office hours or contact information. Patients can confirm they've reviewed these details.

Medical records transfer preferences
Give patients control over how their records are managed during the transition. Whether you're transferring all records automatically or patients need to request copies, this form documents preferences and consent in a HIPAA-compliant manner.

Accessibility and special accommodations
Capture information about mobility needs, accessibility requirements, language preferences, and any other accommodations patients required at the previous location—ensuring the new space meets their needs from day one.

Updated contact information collection
Use the relocation as an opportunity to update patient contact details, preferred communication methods, and emergency contact information, reducing future administrative friction.

How Paperform makes healthcare transitions smoother

With Paperform's conditional logic, you can show different questions based on patient responses—for example, only asking about appointment rescheduling if they have an upcoming appointment, or displaying accessibility questions only if they indicate special needs.

The doc-style editor lets you embed your practice logo, photos of the new location, maps, and even video tours—creating a reassuring, on-brand experience that reduces patient anxiety about the change.

Email notifications can be automatically sent to your admin team when patients flag urgent appointment changes or specific accessibility concerns, ensuring immediate follow-up for high-priority cases.

Calculations can help you track response rates and identify patients who haven't acknowledged the relocation, allowing you to follow up via phone or mail.

Streamline your entire relocation workflow with Stepper

Beyond the initial patient communication, Stepper can automate your entire relocation workflow:

• Trigger appointment rescheduling by sending patient preferences directly to your scheduling software
• Update your CRM or EHR with new contact information and relocation acknowledgment status
• Create task lists for your admin team based on patient responses (records transfer requests, accessibility setup, etc.)
• Send reminder emails to patients who haven't responded within a specific timeframe
• Route urgent requests to the appropriate staff member based on the type of concern raised

This means your front desk and administrative staff can focus on the physical move while Stepper handles the patient communication workflow behind the scenes.

Compliance, security, and patient trust

Healthcare relocations involve sensitive patient data and strict compliance requirements. Paperform is SOC 2 Type II certified and offers robust security features including SSL encryption, data residency controls, and detailed audit logs—giving you confidence that patient information is protected throughout the relocation process.

While Paperform is not HIPAA compliant, many healthcare practices use it for non-PHI communications and relocation logistics where full HIPAA compliance isn't required for the specific data being collected.

Best practices for using this form during your practice relocation

Send early and often
Share the form at least 6-8 weeks before your move, and send reminders at the 4-week and 2-week marks. Early communication reduces patient anxiety and gives your team time to address concerns.

Embed in multiple channels
Add the form to your website, include it in appointment reminder emails, share via your patient portal, and have front desk staff offer tablets for in-office completion.

Follow up personally for high-risk patients
Use form responses to identify patients with complex medical needs, mobility challenges, or those who haven't responded—then reach out via phone to ensure they're supported through the transition.

Create a dedicated relocation landing page
Use Paperform's custom domain feature to create a branded microsite (e.g., newlocation.yourpractice.com) that includes the form, virtual tours, FAQs, and reassurance about continuity of care.

Track and report on completion rates
Monitor which patient segments are responding and which aren't, allowing you to tailor follow-up communication strategies for different demographics.

Who benefits from better relocation communication

For patients: Reduces anxiety about care continuity, provides clear information about the new location, and gives them a voice in how their transition is managed.

For providers: Ensures no appointments are missed, maintains patient satisfaction during a stressful period, and documents that proper communication occurred.

For administrative staff: Centralizes all relocation-related patient responses in one place, creates clear action items for follow-up, and reduces phone call volume from confused patients.

For practice owners: Minimizes patient attrition during the move, maintains revenue continuity, and protects your practice's reputation during a vulnerable transition period.

Make your healthcare practice relocation seamless

Office relocations don't have to mean lost patients or disrupted care. With a thoughtful, systematic approach to patient communication—and a form that makes it easy for patients to acknowledge, ask questions, and update their preferences—you can turn a potentially stressful move into an opportunity to demonstrate your commitment to patient-centered care.

Whether you're moving across town or just down the street, this Healthcare Office Relocation Patient Communication Form gives you everything you need to keep patients informed, engaged, and confident in your practice through the transition.

Trusted by healthcare providers worldwide, SOC2 Type II certified, and featuring 30,000+ designer templates, Paperform is the professional form solution for medical practices that care about patient experience and operational efficiency.