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Complete market research (start up) or census research (split)
Working with the Marketing office or Visit Sales and Marketing offices, offices intended to open a new location need to research their market. In a splitting office, examination of the current census and decisions about which clients and employees will be splitting to a new office must be made. Splitting offices should carry $30,000-$40,000 in revenue to the new office. -
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Initiate a new office
This process encompasses all of the activities in researching and seeking approval for opening a new office. This includes getting an office name and number, -
Identify leadership
Identification of strong leadership is crucial in the success of opeining a new office. For a director new to BAYADA, ample time (6-8 months) must be allotted to develop the director prior to survey and full open of the office. -
Create projected budget
Using worksheets from Accounting, start ups and splits must produce two-year projected budgets prior to approval to open the office. Support Office Contacts -
Approve office opening
Senior management assesses office readiness by considering research, leadership, and projected revenue. -
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Hire new staff
This process encompasses all activities in hiring new office and field staff. The process varies slightly depending on whether the office is on BEARS or HCHB, but the timeframes are the same. -
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Communicate a new office
This process encompasses all activities in communicating the office internally and externally. -
Hire director
The regional/division/area director formally hires the new director under the new office name and number. The new director will most often work within an exisiting office prior to the selection of new office space. -
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Establish a new location
This process encompasses all activities related to the physical offices space - from signing a lease, to purchasing equipment, furniture, and supplies, to move in. -
Search for office space
Searching for office space can take more time than you think to find either a low-cost per square footage option for start-ups or a sufficient space for a split office to quickly grow into. Support Office Contacts -
Hire Clinical Manager(s)
Searching for your Clinical Manager 6-8 months in advance if you do not have one already is a good timeframe to develop and train the new employee. Having a clinician on staff is also necessary to begin taking intermittant clients in preparing for the survey. -
Sign lease
Signing a lease and getting an address is an important step in the Medicare process. However, it is costly to sign a lease too far in advance, so sign the lease at the time you want to begin your Medicare paperwork (6 months in advance of anticipated open time to allow for paperwork, intermittant clients, an survey). Support Office Contacts -
Establish phone and fax number(s)
A phone number and address are requirements for Medicare paperwork to begin. This is a crucial step in setting up the office as well as in beginning the Medicare certification process. Support Office Contacts -
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Establish Medicare certification, licensure, CHAP accreditation, and credentials
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Apply for NPI, Medicare 855, state license(s)
After an address and phone number for the new office are obtained, work can begin on the various state and federal applications to become licensed and certified. Support Office Contacts -
Get intermittent clients
To prepare for a state survey, ten intermittant client charts must be available for review. -
Plan for marketing and communications
With knowledge of your new location, work wtih COM to establish a communication outlets for external communications and provide information for bulletin article. Also, use IS to make announcements about changes to location and phone. Support Office Contacts -
Set up furniture
Purchasing and setting up furniture can be a 1-2 month process between product selection, ordering, delivery, and set up. Plan to have furniture in place for your current office staff prior to having any computer equipment set up. Support Office Contacts -
Set up computer equipment
Work with IS to purchase your equipment 2 months in advance to your anticpated move-in. You will need to include them at the time you sign a lease as well so they can assist in any wiring that needs to be done. Support Office Contacts -
Move in day
Moving in to your new location may only be with a few office staff if you are a splitting office. You must be prepared in this location with intermittant clients prior to survey. Support Office Contacts -
Initial survey conducted
Either the state or CHAP will perform your survey for Medicare certification. Passing of this survey will result in receiving your office's Medicare ID (if you are a parent office). Branch offices will share the Medicare ID of a parent office and will not necessarily be subjet to survey, Support Office Contacts -
Medicare ID awarded
The state surveyor/CHAP submits results of survey to CMS in order to provide the office with its Medicare ID. This is typically received 2-4 weeks post survey, Support Office Contacts -
Host open house
Advertise the opening of you office by hosting an open house once you pass your survey. Support Office Contacts -
Client Satisfaction Surveys established
In accordance with CMS regulations, BAYADA must begin sending surveys to clients in the first quarter after an ID is granted. Support Office Contacts -
Third-party credentialing complete
Third-party payors requiring credentialing applications may take up to six months to award credentials after application is submitted. Support Office Contacts
