Going Independent: A Practical Checklist for Setting Up Your Specialist Rooms

What to sort out before your first patient walks through the door.

Leaving a group practice or hospital-based role to set up your own rooms is one of the biggest steps in a specialist career. It brings freedom over how you practice, who you work with and how your patients are cared for. It also brings a long list of decisions that have nothing to do with medicine.

This checklist covers the essentials. It is not exhaustive, and you should take professional legal, financial and tax advice for your situation, but it will help you see the whole picture.

1. Choose your rooms model

You have three broad options:

•        Sessional rooms: rent consulting rooms by the session in an established suite. Low upfront cost, fast to start and ideal for building a patient base.

•        Shared rooms: split a lease and staff with one or more colleagues.

•        Your own lease: maximum control, but the highest commitment and fit-out cost.

Many specialists start sessional and move to their own rooms once volumes justify it.

2. Set up the business structure

Decide how you will operate, whether as a sole trader, company or through a trust structure. Your accountant can advise on what suits your circumstances. You will also need an ABN, GST decisions and a business bank account.

3. Registrations and provider numbers

Each location you consult from generally needs its own Medicare provider number. Allow time for applications. Check your registrations with health funds and any relevant schemes such as workers compensation, DVA or third-party insurers. If you are a surgeon, ensure you are registered with major health funds under Gap-Scheme for no-gap or known-gap patients.

4. Insurance

Confirm your medical indemnity cover reflects private practice. Add business insurances such as public liability, contents and, once you employ staff, workers compensation.

5. Systems and software

Choose your practice management software, billing system, secure messaging and accounting platform early. Setting them up properly from day one is far easier than migrating later.

6. Staff and front desk

Decide whether you will employ a receptionist, share one with colleagues or use a virtual reception service. Whatever you choose, document your processes: bookings, referrals, billing, correspondence and patient communication.

7. Fees and financial consent

Set your fee schedule and decide how you will handle gap fees. Prepare clear informed financial consent documents so patients know what to expect.

8. Referrers and visibility

Let GPs know where you are consulting and how to refer. Build a simple, professional website and update your directory listings. Keep all promotion consistent with AHPRA advertising guidelines.

9. Compliance foundations

Privacy policy, infection control, records management, complaints handling and staff policies all need to be in place before you start, not after.

You do not have to do it alone

Axiom Practice Partners helps specialists set up and run independent rooms. We bring templates, systems and hands-on experience from operating a specialist consulting suite, so you can open with confidence.

Planning to go independent? Book a discovery call with Axiom and we will help you map out every step.