The job of cleaning your medical office isn’t for just any cleaning company. The cleaners you contract must have expertise in infection control for the safety of patients and staff.
From the reception area and waiting area to treatment rooms, back offices and breakrooms, all surfaces must be regularly and hygenically cleaned. Biohazards, sharps and chemicals can pose a hazard to the cleaning contractor crews, who need to know how to protect themselves.
- Assess Your Cleaning Needs: Begin by evaluating the specific cleaning requirements of your medical office. Consider factors such as the size of your facility, the number of rooms, specialized equipment, and the intensity of cleaning needed. This assessment will help you determine the level of expertise and specialized services required from a cleaning service provider. Will you require window cleaning, carpet cleaning, floor stripping and waxing, and high dusting in addition to daily cleaning—or will these tasks go to other specialized contractors?
- Seek Recommendations and Conduct Research: Ask for recommendations from other medical professionals or industry colleagues who have experience with office cleaning services. Their insights and referrals can provide valuable information and help you narrow down your options. Additionally, conduct thorough research online to identify reputable cleaning companies in your area that specialize in medical office cleaning.
- Verify Industry Expertise and Certifications: Medical offices have unique cleaning needs due to the presence of sensitive medical equipment, infectious waste, and strict sanitation standards. Ensure that the cleaning service you choose has experience working in medical environments and possesses the necessary certifications, such as OSHA compliance, HIPAA awareness, use of EPA approved cleaning products, and knowledge of infection control protocols.
- Review Insurance and Liability Coverage: Request proof of insurance and liability coverage from any cleaning service you are considering. This step is crucial to protect your medical office from any potential damages or liability claims that may arise during the cleaning process. A reputable cleaning service should have comprehensive coverage and be willing to provide evidence of their insurance policy.
- Evaluate Cleaning Procedures and Products: A good office cleaning service should follow industry best practices and utilize safe and effective cleaning procedures and products. Inquire about the cleaning techniques they employ, including their approach to disinfection, waste management, and green cleaning practices. Ensure that they use hospital-grade disinfectants and comply with relevant regulatory guidelines.
- Check Employee Screening and Training: The cleaning staff will have access to sensitive areas of your medical office, so it is essential to choose a service that conducts thorough employee screening. Inquire about their hiring process, background checks, and employee training programs. A reliable cleaning service should have well-trained, trustworthy, and reliable personnel who understand the importance of maintaining confidentiality and security.
- Request References and Client Testimonials: Ask the cleaning service for references from other medical offices they currently serve or have served in the past. Contact these references to gain insights into the quality of their service, reliability, and customer satisfaction. Additionally, search for client testimonials or reviews online to gather more feedback about their performance and reputation.
- Compare Pricing and Contracts: Obtain detailed proposals from multiple cleaning services and compare their pricing structures. Remember that the lowest price does not always indicate the best value. Assess the services included, frequency of cleaning, additional charges, and contract terms. Look for transparency in pricing and ensure there are no hidden costs that may impact your budget later on.
- Arrange for On-Site Evaluations: Invite potential cleaning service providers to visit your medical office for an on-site evaluation. This will allow them to assess the cleaning requirements more accurately and provide you with a tailored proposal. It is also an opportunity to gauge their professionalism, attentiveness to detail, and compatibility with your office environment.
- Communication and Flexibility: Choose a cleaning service that values open and effective communication. A responsive and flexible service provider will be better equipped to address any concerns or special requests that may arise. Clear lines of communication and a willingness to accommodate your office’s unique needs are crucial for a successful partnership.