They do it with planning, clean handoffs, and the right gear. A qualified crew documents each device, decontaminates when needed, packs with custom protection, tracks shock and tilt in transit, keeps critical items at the right temperature, and sets everything back up with your techs. Good movers in Salt Lake City follow checklists, carry proper coverage, and work around your clinic hours so you keep seeing patients.
Why medical gear is not a regular couch move
Medical equipment looks sturdy. It often is not. A small jolt can throw a centrifuge out of balance. A few degrees off can ruin vaccines. A bent connector on an anesthesia machine can delay surgeries. I know, it sounds obvious, yet most problems come from simple oversights.
What makes this different:
- Delicate internals that react to vibration
- Contamination risk if items are not cleared and bagged
- Data privacy on devices that store patient information
- Power and temperature needs during transport
- Weight and shape that require rigging or cranes
- Rules around gases, batteries, and biohazard remnants
Decontaminate, document, then move. In that order.
The pre-move plan that saves you money and headaches
Good moves start on paper. A walkthrough and an inventory take time, but they prevent damage and downtime. I have seen a five-minute hallway measurement save a two-hour elevator standoff. Little things add up.
Site survey and path check
- Measure doorways, hallways, and elevators
- Confirm floor load limits for heavy units
- Plan staging areas on both ends
- Note stairs, tight turns, glass walls, and low ceilings
Inventory and labeling
- Tag each device with a unique ID, room, and owner
- Photograph connection points and cable routing
- Record serial numbers and accessories in one list
- Mark orientation, top side, and center of gravity when known
Roles and responsibilities
Clear owners prevent finger pointing later.
- Project lead from your team who can make quick calls
- Lead mover who owns the schedule and directs the crew
- Biomedical tech for shutdown and startup steps
- OEM or service partner for shipping locks and calibration
- IT for data backup and network reconnect
- Building management for access and Certificates of Insurance
If a device holds patient data, back it up and log access before it leaves the room.
Compliance and safety without the heavy lecture
No one wants a stack of acronyms. Still, the basics matter. A short checklist helps.
- OSHA bloodborne pathogens rules for anything that contacted body fluids
- Label any item that once held biohazardous materials even after cleaning
- DOT rules for cylinders and certain chemicals if those travel
- Radiation safety for X-ray gear and storage of keys
- HIPAA practices for devices with patient data, images, or logs
Packing that actually protects
Blankets and tape are not enough for delicate gear. Medical items need a different approach. The right crate and the right foam often cost less than one service call.
Custom crating
- ISPM-15 stamped wood for any crate that may cross borders later
- Foam-in-place or high-density foam blocks cut to the device profile
- Shock and tilt indicators on the outside of crates
- Desiccant packs for optics and boards in humid seasons
- Anti-static wrap and pink foam for boards, monitors, and CPUs
Small carts and monitors still need support. Soft straps and corner guards prevent pressure points. Do not let ratchet straps sit against thin housings.
If you would not trust a two-inch drop, the packing is not done yet.
Labeling and documentation on the crate
- Device name, ID, destination room
- Gross weight and lift points if known
- “This side up” with arrows, plus orientation photos on the side
- Contact phone numbers for the move lead and the site lead
Cold chain, power, and batteries
Plenty of clinics forget one fridge. Then everyone scrambles. Cold items need a plan that holds temperature across the whole trip, not just while loading.
- Log temperature before, during, and after with a data logger
- Pack with phase-change packs that match the setpoint, not just ice
- Use insulated transport coolers that close tightly
- Stage items last out and first in
- Have power ready at destination before the truck arrives
Lithium batteries travel with terminals protected and packed to avoid shorting. When possible, remove batteries and carry them in approved cases. Devices that need a clean shutdown, like analyzers and servers in carts, should run on a UPS while you power down in a controlled way. It feels fussy. It prevents corrupted software and long calls with support.
Who moves what: local movers, riggers, OEMs
Not every moving crew should touch every device. Knowing where to draw the line is part of safeguarding your assets.
| Item | Best team | Pre-move steps | Transit needs | Post-move steps |
|---|---|---|---|---|
| Bench centrifuge | Medical-savvy movers + biomed | Install shipping bolts, remove rotors, pack separately | Foam cradle, shock indicator | Remove locks, balance test |
| Ultrasound cart | Medical-savvy movers | Secure probes, bag cables, lock wheels | Blanket wrap plus foam on corners | Power test, image test |
| Dental chair | Movers + dental tech | Power off, lock arms, drain lines | Pad arms, strap low on frame | Level, reconnect utilities |
| Autoclave | Movers + service tech | Cool, drain, clean | Crate with absorbent in case of residual water | Level, run cycle test |
| -20 C freezer | Movers | Defrost or empty to cold transport | Upright only, strap, dolly with shock pads | Stand time per maker, then power on |
| -80 C freezer with samples | Movers + lab lead | Transfer to backup freezers or dry ice shipper | Validated cold boxes, temp log | Immediate restock, temp verify |
| X-ray generator and table | Movers + OEM or rigger | Power down, lock moving parts, remove tubes | Crate, shock and tilt monitors | OEM alignment and testing |
| MRI magnet | Specialty OEM rigger | Quench planning, permits, crane | Specialized rigging and transport | OEM install only |
| Biosafety cabinet | Movers + certifier | Decon per SOP, bag and seal | Upright only, strap to A-frame | Re-certify on site |
| Anesthesia machine | Movers + biomed | Remove vaporizers, secure hoses | Crate or pad with rigid panels | Leak check, function test |
Device-by-device tips you can act on today
Lab equipment
Centrifuges, shakers, incubators, spectrophotometers, microscopes. Each has quirks.
- Centrifuges ship with locks on. If you lost the bolts, ask the maker for replacements before move day.
- Shakers and stir plates need foam support to stop motion.
- Incubators should be cleaned, dried, and moved upright.
- Microscopes travel with objectives padded and in labeled cases. Vibration kills alignment.
Imaging gear
Portable X-ray, C-arms, dental units can move locally with trained crews. MRIs and CT gantries need specialty riggers and OEM oversight. If a mover says they can handle a magnet without an OEM plan, walk away. I know that sounds blunt. It is the right call.
Patient care devices
Monitors, infusion pumps, ventilators need clean bags and cable control. Bag each power supply and tag it to the parent unit. More time now, less hunting later.
Sterilization and washers
Autoclaves and ultrasonic cleaners hold moisture in hidden spots. Drain fully, wipe, and leave doors open to dry the day before. A small leak in a crate can ruin labels on other boxes nearby.
Lasers and lights
Remove handpieces and optics, pack in foam, and label as fragile glass. Secure fiber tips. Power supplies travel separate from stands when possible.
Dental compressors and vacuums
Drain oils where required, cap ports, and strap units to prevent tipping. New sites might need vibration pads under the skid, which a good mover can source.
Transport that treats your gear like a patient
Trucks matter. So does how the crew drives. Low vibration and careful strapping are the hidden wins here.
- Air ride trucks for lower vibration
- Liftgates and level loading for tall carts and cabinets
- E-track systems with soft straps and corner protection
- No stacking on crates marked fragile
- Route planning to avoid rough roads and steep grades when possible
I once rode along on a clinic move to see the process end to end. The driver took a longer path to skip a section of track-damaged asphalt near a rail crossing. Ten minutes added, likely two years added to the life of a microscope. You cannot prove that, of course, but it felt like the right trade.
Slow is smooth, smooth is fast.
Building protection and access
The best movers care for the space as much as the items. A scratched wall still costs time and money.
- Floor protection for tile, LVP, wood, and carpet
- Corner guards on tight turns
- Masonite or aluminum plates for heavy dollies
- Elevator padding and weight checks
- Reserved loading zones with permits when needed
Insurance, valuation, and paperwork
Ask for proof before move day. Not during. Not after.
- Certificate of Insurance naming your property manager if required
- Cargo coverage that meets the replacement value of your high-cost units
- Written valuation terms that explain payout limits
- Scope of work that lists devices, dates, and start times
Put serial numbers on the paperwork. Add photos. If something goes wrong, a clean record speeds claims. I do not say that to create fear. It is just practical.
Data handling and HIPAA awareness
Some devices store DICOM images, logs, or patient lists. Treat those like a server move.
- Backup data with IT before shutdown
- Log who accesses any device during the move
- Use tamper seals on panels with drives
- Wipe devices that are decommissioned, then log the wipe
Arrival, placement, and handoff
Getting items off the truck is only half the job. The handoff to your techs closes the loop.
- Set items in final rooms, not a hallway
- Level devices that need it, like tables and sterilizers
- Remove shipping locks and document it
- Power test with your biomed or OEM present
- Run a quick function check where safe
Commissioning steps like IQ, OQ, and PQ sit with your service partners. Movers can stand by and help position and hold, which speeds that process.
What you, as the client, can do to prevent damage
Movers handle the heavy parts. You can make their work cleaner and safer with a few prep steps.
- Assign one responsible person per room
- Pull and file manuals and service records
- Charge batteries and label chargers to devices
- Bag and label all small parts in clear zip bags
- Photograph cable setups at the back of each unit
- Clear clutter in hallways and rooms before move day
- Stage a simple tool kit on both ends
Scheduling that reduces downtime
Medical moves often go after hours or on weekends. That is not just a convenience. It protects patient flow and gives crews the space to work.
- Block exams and procedures for a fixed window
- Ask your mover for a first-in slot to avoid delay
- Keep a short list of what must be operational first at the new site
- Have loaners on standby if a key device slips a day
Risk management without drama
Think in layers. Each layer lowers risk.
- Pre-move checklists and photos
- Shipping locks and proper crating
- Shock and tilt indicators
- Air ride trucks and careful routing
- Trained crews and a clear lead
- Post-move function checks
Common mistakes that break budgets
- Skipping decontamination and holding the truck while staff rushes to clean
- Moving a centrifuge without shipping bolts
- Piling small monitors in a big box, then chasing missing power bricks for hours
- Letting a vendor deliver a new piece on the same day as the move with no dock plan
- Assuming building elevators can take the weight
A quick story. A clinic had two floors and one elevator with a 2,500-pound limit. The autoclave on a pallet and jack came in at 2,620 pounds. The crew pivoted to a ramp and a second jack to split the load. It worked, but an earlier weigh-in would have saved an hour. I think everyone learned from that one.
How to vet a mover for medical work
You do not need a national brand. You do need a crew that treats your gear like an asset, not cargo. Ask for proof and listen for how they talk about the work.
- References from clinics or labs, not just offices
- Photos of past crates, tilt indicators, and floor protection
- Sample inventory sheet with serial fields
- Clear policy on decontamination tags
- Access to climate-capable vehicles and data loggers
- Willingness to walk the site and measure with you
Budget and timeline factors
Pricing and timing vary. A few levers drive both:
- Volume and weight
- Special crating or rigging needs
- After-hours access and building rules
- Number of techs needed for shutdown and startup
- Cold chain handling and monitoring
- Distance and parking constraints
If a quote looks very low, check what is missing. No shock indicators, no custom crates, or no building protection might be the reason. Cheaper upfront can turn into a service call later.
Simple pre-move checklist you can copy
| Role | Task | Due date |
|---|---|---|
| Project lead | Finalize inventory with serials and room numbers | 7 days before |
| Biomed | Identify devices needing shipping locks or special shutdown | 7 days before |
| Service partner | Schedule tech for deinstall and reinstall | 5 days before |
| IT | Backup devices with data, label network drops | 3 days before |
| Facilities | Confirm elevator capacity, loading dock window, building COI | 3 days before |
| Clinical staff | Clear counters, bag small parts, tag fragile items | 2 days before |
| Mover | Drop off crates and packing materials if needed | 2 days before |
| Project lead | Walk the path and stage items by load order | 1 day before |
What a quality moving day looks like
It looks calm. People know where to stand. Items roll out in a set order. Crates are labeled. The truck loads from heavy to light. Cold items go last and come off first. The crew moves steady, not rushed. Someone calls out hazards. Someone checks the list. You can feel the difference.
Why local knowledge helps in Salt Lake City
If you work near the hospitals, you already know the rush windows and parking rules can be tight. Snow and ice change loading plans. Steep drives near the benches are real. Crews that work this area pick routes that avoid nasty bumps and time slots that keep you out of ticket risk. Small detail, real impact.
Quick do-not list
- Do not move contaminated items without a signed clean tag
- Do not lay freezers on their side
- Do not transport oxygen or nitrous cylinders loose
- Do not skip shipping locks on centrifuges
- Do not wrap powered devices while still warm or wet
What great movers quietly do behind the scenes
- Carry spare bolts, shrink wrap, tags, and foam blocks
- Bring a basic biomed-friendly tool kit for panels and locks
- Keep extra corner guards and hard panels for last-minute crates
- Use QR codes on crates that link to photos and room maps
- Stage a clean table near the truck for small parts and final checks
If something goes wrong
It happens. A door is locked. A part is missing. A device fails a function check. A good team does not hide. The lead documents, calls the right person, and offers a path forward. Maybe a spare part run, a loaner, or a fast service call. The goal is simple, get you back to patient care with the least delay.
Final thoughts before you pick a mover
Ask yourself a few plain questions:
- Do they speak in clear steps, or only in general promises
- Do they offer to walk your site and measure
- Do they talk about decontamination, locks, and data without you prompting
- Do they propose after-hours to keep your patients flowing
- Do they carry the right coverage and show it
If any answer feels weak, press for details. Or pick a team that gives you straight answers the first time.
Short Q and A
Q: Can a local mover handle vaccines and reagents
A: Yes, if they bring validated coolers, pack with the right phase-change packs, and log temperature throughout. Your lab lead should sign off on the plan and receive the items first at the new site.
Q: Will movers disconnect and reconnect sterilizers or imaging gear
A: Most movers handle physical placement and basic power. Service techs handle utilities, alignment, and calibration. That is safer and faster.
Q: What about MRI or CT
A: MRI magnets and CT gantries call for OEM riggers. Local movers can support building protection, path clearing, and assist the rigging team, but the lead should be a specialist.
Q: Can you keep a -80 C freezer running during a move
A: Not in the truck. Best practice is to transfer contents to dry ice shippers or backup freezers, then move the empty unit upright and power it back on after the stand time recommended by the maker.
Q: Do shock and tilt indicators really help
A: They do two things. They encourage careful handling, and they give you evidence if a crate had a hard event. That can speed a service claim and help you decide what to test first.
Q: How much prep should my team do
A: Bag small parts, label everything, photograph cable layouts, and assign one owner per room. That prep saves hours during setup and prevents lost accessories.
Q: Is after-hours worth the premium
A: If patient flow matters the next day, yes. The move feels calmer, parking is easier, and your staff can walk into a working space in the morning.
