Introduction
Establishing or renovating a medical clinic is a significant investment. It requires not only aesthetic vision but also strict adherence to Australian standards, medical compliance, and landlord obligations. At SoulMed, we’ve developed a proven step-by-step process that simplifies the journey for our clients—taking the stress out of fit-outs while ensuring premium quality and full compliance.
Here’s a look at how our process works.
1. Planning & Test-Fit
Every successful project starts with understanding. We begin by meeting with you to capture:
- Your clinic’s operational needs (how many consult rooms, procedure rooms, imaging suites, etc.)
- Patient flow and experience (privacy, accessibility, reception flow)
- Equipment requirements (dental chairs, X-ray rooms, ultrasound, sterilisation zones)
Using this information, we create test-fit layouts. These are early draft floor plans that help you visualise how your space can work. They also help uncover potential site challenges early—such as services locations, ceiling heights, or compliance limitations.
External resource: Australian Health Facility Guidelines – benchmark layouts for healthcare facilities.
2. Quotation & Budgeting
Once we know what you need, we prepare a detailed estimate. This covers:
- Construction costs per square metre (typically $1,900–$2,200 for mid-to-high end finishes in Melbourne).
- Specialised allowances (lead shielding for radiology, clean rooms, or custom joinery).
- Landlord and council costs (CAT1 vs CAT2 works, planning submissions).
We sit with you to review each component of the budget. This transparency ensures you understand exactly where your money is going and prevents unexpected costs down the line.
External resource: Victorian Building Authority – Permits Guide
3. Contract & Regulatory Submissions
After approving the scope and pricing, we issue a contract and request the initial deposit. At this stage, we begin:
- Submitting to councils for planning or change-of-use approvals.
- Engaging with building surveyors for compliance with NCC (National Construction Code).
- Managing landlord obligations—ensuring any base-build works are completed before tenant works.
This step ensures you are legally cleared to commence works.
4. Design Development
Our design team works closely with you to bring your clinic’s vision to life. This includes:
- Interior design concepts – finishes, lighting, colour palettes, and furniture.
- Construction documentation – detailed drawings for permits and builder pricing.
- Compliance integration – ensuring DDA (Disability Discrimination Act), infection control, and medical standards are built into the design.
We don’t just design for looks—we design for functionality, safety, and regulatory approval.
External resource: Disability Standards for Access to Premises
5. Permits, Town Planning & Landlord Coordination
Permits can delay projects if not managed correctly. SoulMed streamlines this by:
- Handling building permits under Regulation 126.
- Managing town planning submissions for signage, change of use, or parking.
- Coordinating with landlords and property managers to meet base-build obligations.
This ensures your project progresses without red tape delays.
6. Construction & Project Management
This is where your clinic begins to take shape. Our construction team delivers:
- Site preparation & demolition where needed.
- Partitioning & plastering to form consult rooms and amenities.
- Mechanical, electrical, and plumbing services designed to meet medical standards (e.g., AS/NZS 3003 for electrical installations in healthcare).
- Joinery, finishes, and equipment integration tailored to your practice type.
Our project managers coordinate trades, conduct weekly site updates, and hold walkthroughs with you to maintain full visibility.
External resource: AS/NZS 3003: Electrical Installations – Patient Areas
7. Final Walkthrough & Handover
Before we hand over the keys, we conduct a thorough walkthrough with you. Together, we check:
- All finishes and compliance certificates.
- Functionality of services (air-conditioning, plumbing, data).
- Placement of medical equipment and furniture.
We then provide:
- Final compliance documentation (building surveyor approvals, occupancy permits).
- Maintenance manuals for services and warranties.
Your clinic is now ready to open its doors to patients.
8. Project Timeline & Cost Considerations
While every project is unique, typical fit-out timelines in Melbourne are:
- GP & Allied Health Clinics: 6–10 weeks
- Dental Clinics: 6–12 weeks
- Radiology / Imaging Centres: 10–16 weeks (due to shielding, HVAC & compliance)
Costs vary depending on size, finishes, and complexity, but our team ensures accurate forecasting early to protect your investment.
9. Why Choose SoulMed?
Clients partner with SoulMed because we deliver:
- Specialist healthcare knowledge – we understand the compliance, equipment, and workflow of medical spaces.
- One point of contact – a dedicated project manager from start to finish.
- Transparent costs – no hidden extras or last-minute variations.
- Future-proof design – flexible layouts that can adapt as your clinic grows.
Conclusion
Building a medical clinic can feel daunting—but with the right partner, it becomes an exciting journey. At SoulMed, we manage every step, from design and permits to construction and handover. The result? A compliant, functional, and beautifully finished space tailored to your patients and your practice.
Ready to start your medical fit-out journey? Contact SoulMed today.
