29 August 2025by Soulmed

Setting up an Ophthalmology Clinic in Victoria (2025): Costs, Compliance & a Practical Fit-Out Checklist

Setting up an ophthalmology clinic is an exciting opportunity, but it comes with unique challenges that extend beyond a standard medical practice. From ensuring compliance with strict building codes and electrical safety requirements, to investing in highly specialised diagnostic and laser equipment, the process requires careful planning and realistic budgeting. For many practitioners, the biggest questions revolve around cost, approvals, and the right setup to future-proof their clinic.

This guide breaks down the essential considerations — from planning and compliance, to fit-out costs and equipment — with links to useful standards and resources you can trust.

At a glance — what you’ll need to plan

  • Core rooms: reception & waiting, consult rooms (ophthalmology layout), diagnostic imaging suite (e.g., OCT, VF), procedure/laser room, sterile storage, clean/dirty utility, staff/admin, accessible amenities. Use the AusHFG standard components to benchmark room functions and typical inclusions (e.g., Consult Room – ENT/Ophthalmology; Procedure Room). healthfacilityguidelines.com.au+1
  • Key compliance threads: planning & parking, building & accessibility (NCC / Premises Standards), electrical safety (AS/NZS 3003), laser safety (AS/NZS 4173), infection control & instrument reprocessing (AS 5369), medicines & poisons (S4/S8), clinical waste, privacy & cybersecurity obligations. Planningncc.abcb.gov.aucodehub.building.govt.nznatlib.govt.nzsafetyandquality.gov.auHealth Victoriaacipc.org.auOAIC

Approvals & compliance roadmap (Victoria)

1) Planning, use & parking

  • Most street-front clinics are assessed as “Medical centre” under the Victorian Planning Scheme. Check zone/overlays and whether Clause 52.06 parking applies (rates are typically calculated per practitioner; many councils use this to set minimum spaces or assess reductions). Start with Planning Practice Note PPN22 and your site’s Planning Scheme entry. Planningplanning-schemes.app.planning.vic.gov.au

2) Building permit & accessibility

3) Electrical safety in patient areas (critical cost driver)

  • Consult, diagnostic and procedure rooms are usually body-protected (AS/NZS 3003) medical locations, which drives dedicated circuits, equipotential bonding, RCD protection, labelling and independent commissioning before use. Budget for upgrades where an existing tenancy isn’t already compliant. standards.govt.nzMedispect Australia

4) Laser safety (YAG/SLT/argon in-clinic)

  • If you’re housing ophthalmic lasers, you must meet AS/NZS 4173:2018. This includes designating a controlled area, appropriate shielding/signage, PPE, documented procedures and appointing a Laser Safety Officer (LSO) with suitable training. natlib.govt.nzNZ Laser Training Institute

5) Infection control & reprocessing

  • From Dec 2023, AS 5369:2023 superseded AS/NZS 4187 & 4815 for reprocessing reusable medical devices. Decide early whether you’ll outsource sterile services or build compliant on-site workflows (segregated clean/dirty flows, storage, water quality, documentation). safetyandquality.gov.au+1

6) Medicines & poisons (S4/S8) & secure storage

  • If you hold S4/S8, ensure compliant storage (e.g., fixed S8 safe) and any necessary permits; Victoria’s Drugs, Poisons & Controlled Substances Regulations set storage and record-keeping requirements. Health VictoriaVictorian Legislation

7) Clinical & related waste

  • Arrange compliant segregation, storage and disposal pathways for sharps and clinical/related waste per Victorian guidance. acipc.org.au

8) Privacy & data security (often overlooked)

  • Ophthalmology clinics handle sensitive health information: comply with the Australian Privacy Principles and the Notifiable Data Breaches (NDB) scheme. Build a privacy action plan (policies, consent forms, access/correction, breach response) before go-live. OAIC+2OAIC+2

Day surgery? If you intend to deliver procedures under anaesthesia or run a surgical theatre (e.g., cataract lists), you may trigger Private Hospital/Day Procedure Centre licensing—engage early with the Department of Health. Canopy Fitouts

Space planning moves that protect your budget

  • Right-size your rooms: Use AusHFG components to brief your designer on typical consult and procedure room inclusions and spatial allowances; this helps avoid late redesigns that ripple through services and cabinetry. healthfacilityguidelines.com.au+1
  • Diagnostic adjacency: Co-locate OCT, visual field, biometry and fundus imaging to share darkening/low-glare controls and shorten patient flows.
  • Laser/procedure zoning: Treat laser rooms like procedure spaces (power, ventilation, surfaces, door hardware/signage). AusHFG Procedure Room guidance is a good baseline. healthfacilityguidelines.com.au
  • Clean/dirty flow: Even if you outsource sterilising, allow for dirty utility, clean utility, and sterile storage separation to keep surveys straightforward under AS 5369-aligned expectations. safetyandquality.gov.au
  • Accessibility details: Plan compliant turning circles, TGSIs, braille/tactile signage and compliant amenities early; late changes to corridors and doors are expensive. ncc.abcb.gov.au

Services & infrastructure that swing costs

  • Electrical (AS/NZS 3003): Body-protected fit-out, equipotential bonding, labelled circuits, RCDs, UPS/conditioned power for lasers/diagnostics, and independent commissioning. standards.govt.nzMedispect Australia
  • Mechanical/HVAC: Stable temperatures and low-turbulence air for diagnostic rooms; sensible extraction for laser/procedure spaces. (Use AusHFG Part E as design direction.) healthfacilityguidelines.com.au
  • IT & cybersecurity: Role-based EMR access, MFA, encrypted backups, vendor BAA/agreements, breach response plan to align with OAIC obligations. OAIC+1
  • Waste & storage: Dedicated clinical waste hold and secure S8 storage built in. Health Victoria
  • Parking & access: Check Clause 52.06 early; design any accessible parking in line with NCC/Premises Standards. Planningncc.abcb.gov.au

Equipment planning (what to shortlist with suppliers)

  • Diagnostics: OCT, fundus camera, visual field perimeter, autorefractor/keratometer, slit lamps, tonometry, pachymeter, lensometer, biometer, topographer, sterile instrument sets.
  • Treatment: YAG and/or SLT/argon laser (as your scope dictates), minor procedure set-ups.
  • Software ecosystem: EMR/PMS, imaging platform/repository, secure referral network, device integrations (DICOM where available).
  • Tip: These are the big-ticket items. New vs refurbished can shift prices by 30–60%. Run a formal RFP and ask for total cost of ownership (hardware, service, disposables, calibration, software licences).

What it costs (realistic 2025 ballparks in Victoria)

Important: The figures below are indicative ranges drawn from recent medical-fit-out market guides and SoulMed project experience. Your actual cost will vary with site condition, services upgrades, and whether you include lasers/procedure capacity from day one. A Directory of Eye Professionals RANZCORANZCR

Fit-out (base building to turnkey, excl. equipment):

  • $1,700–$3,000+ per m² for a compliant medical clinic fit-out (higher where significant electrical/mechanical upgrades are needed for body-protected areas and procedure/laser rooms). RANZCRRANZCO

Illustrative capex for a 180 m² ophthalmology clinic (tenant shell):

  • Base fit-out: $310k–$480k
  • Services upgrades (power/HVAC/IT): $70k–$160k (AS/NZS 3003 commissioning, EP bonding, UPS, data) standards.govt.nz
  • Joinery & finishes: $80k–$140k
  • Compliance & professional fees (surveyor, certs, design docs): $40k–$80k
  • Equipment (starter set: OCT, VF, slit lamps x2, camera, ARK, minor procedure set): highly variable; most clinics invest mid-five to low-six figures per major device, often staged to manage cashflow.
  • Contingency: 7–12%

Operating costs to plan: medical waste, laser servicing, device calibration, EMR & imaging licences, cybersecurity tools/insurance (to manage NDB risk), equipment finance leases. OAIC

Timeline (fast but feasible)

  1. Weeks 0–2: Site test fit, services due diligence, parking check (Clause 52.06), budget & staged scope. Planning
  2. Weeks 2–6: Detailed design (room data sheets from AusHFG), early electrical/laser compliance design, planning submission (if required). healthfacilityguidelines.com.au
  3. Weeks 6–10+: Building permit issue; equipment RFP & orders; privacy/NDB policy set-up. OAIC+1
  4. Weeks 10–18: Construction; AS/NZS 3003 installation/commissioning; laser room fit-off. Medispect Australia
  5. Weeks 18–20: Practical completion; compliance docs; staff induction; soft opening.

How to save without cutting corners

  • Stage equipment: open with diagnostics essential to your service mix; add lasers once patient flow proves it.
  • Use AusHFG early: locking room functions/specs early reduces rework (and variations). healthfacilityguidelines.com.au
  • Standardise joinery modules: repeated exam carts, sinks, glove/consumables stations.
  • Bundle vendor maintenance: multi-year service + loaner coverage to reduce downtime.
  • Privacy by design: build OAIC-aligned policies/workflows now; it’s cheaper than remediating an NDB incident later. OAIC

Useful links (starter pack)

Ready to bring your ophthalmology clinic vision to life?

At SoulMed, we specialise in designing and delivering medical fit-outs that balance compliance, workflow efficiency, and patient experience. Whether you’re starting fresh, relocating, or upgrading, our team can guide you through planning approvals, building compliance, and turnkey fit-out — so you can focus on patient care.

Contact SoulMed today to discuss your project and receive a tailored consultation.

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