The Hidden Costs of Opening a Practice (and How to Avoid Them)

Opening a practice is exciting — but it’s also full of financial surprises that can slow you down or derail your launch entirely. Many providers underestimate their budget or forget to plan for certain expenses, only to find themselves scrambling mid-project.

At Practice Maven, we’ve launched clinics all over the U.S., and we’ve seen just about every surprise bill that can hit your desk. The good news? With the right planning and a partner who knows the ropes, most of these “hidden” costs can be avoided entirely.

1. Build-Out Overruns

Even with a contractor’s estimate, construction and renovation often cost more than expected. Delays, change orders, and material upgrades can quickly add up.

Our tip: Get multiple bids, include a contingency fund of at least 10–15%, and work with someone who can project manage the entire process to avoid unnecessary add-ons.

2. Technology Setup & Integration

Many providers budget for an EMR or practice management software but forget the cost of implementation, training, integrations, and ongoing subscriptions for ancillary tools.

Our tip: Choose systems that integrate smoothly and come with vendor support. We help clients set these up right the first time so there’s no costly “redo” later.

3. Licensing & Compliance Fees

State licensing, DEA registration, CLIA certificates, HIPAA-compliance tools — these fees can sneak up on you if you’re not planning ahead.

Our tip: Create a compliance checklist early and build these costs into your startup budget.

4. Staffing & Training Gaps

Hiring the wrong person or not having enough staff from day one can cost you in patient experience and lost revenue. Even more costly? Training after the fact to fix processes that weren’t in place from the start.

Our tip: Have your workflows designed before your team starts. We train staff before the

first patient walks in so everyone hits the ground running.

5. Marketing & Patient Acquisition

Providers often think patients will “just come” once the doors open — but building your patient base takes strategic marketing and outreach. Underfunding this means a slower ramp-up to profitability.

Our tip: Start marketing 60–90 days before you open, and budget for professional materials and targeted outreach.

The Bottom Line

Hidden costs are only “hidden” if you haven’t done this before. We’ve opened practices on time and on budget because we anticipate every line item, negotiate vendor pricing, and keep the project moving fast.

Ready to launch without the surprise bills?

Let’s talk about your budget — and how we can make it work for you.