Hospitals Employing Physicians: Is It Different This Time?

Around 15 years ago, physician practices were purchased by hospitals at compellingly high prices. Unfortunately for these hospital systems, within a matter of just a few years, the physicians were re-injected back into the community, largely because the hospital systems had not realized a return on investment. Fast forward to 2012, we hear similar stories about physicians becoming incorporated into a hospital’s network.
The reasons for hospital systems obtaining physician groups may be many. But, most conversations boil down to either a specialty or geographic play, whereby hospitals seek entrance or command of certain designated fields or locales. Also, with the establishment of healthcare reform, and impetus from both hospital and physicians for greater reimbursements, as well as a movement to adopt a more streamlined, technologically advanced care distribution model — we think this time may be different.
Based on casual conversations, the motivations to join a hospital from a physician perspective is appearing much greater today than it was in the mid-90′s. A weakened economy, high employment or practice costs, entry barriers, a more savvy-consumer, and the potential for declining reimbursements, are among the top justifications that we hear from physician groups.
There seems to be a greater number of differences in how the hospital systems are purchasing medical practices today, though, when compared to that of years past. Mainly, hospital systems are not offering to pay exorbitant prices, likely as a result of previous miscalculations. As for those that we speak with, many are not seeking to purchase practices outright (staff, equipment, management, real estate, in some cases). Instead, the hospital is offering employment compensation, with greater emphasis on incentives for productivity, to a select group of physicians for a number of years. Also, because reform will include greater regulatory oversight of physician purchases, this may be an incentive for hospitals to complete acquisitions prior to 2014, when the majority of reform’s initiatives take effect.

The most common way that a physician practice group is absorbed by a hospital is through a method where physician owners and practice administrators keep an ongoing operation in place, essentially subjecting to less guidelines and oversight, but to assume some naming rights, some jurisdiction, as well as partnership for likely for potential future transaction.

As for the outright sale of a practice to a hospital, it may be achieved in several different ways. A hospital may purchase a practice’s tangible assets with physicians and staff as employees of the practice, whereby the unit is obtained as a separate entity. In another instance, the hospital may acquire the assets, physicians and staff to become employees of the hospital, in which the practice discontinues. As for unique circumstances, the staff becomes employees of the hospital, but the physicians remain separate.

A certain consideration should be made by physician groups as to the value of their practice to the hospital system. Because anti-kickback laws exist, the hospital cannot pay a physician group more than ‘fair value’ for their practice. Any payment that is beyond a certain amount could be considered a ‘kickback’ for services provided to the hospital. Also, keep in mind, the revenue generated by physicians for referrals outside of the practice itself are not considered in the valuation.

Another issue that comes from a practice purchase is that physicians are not relieved of their responsibilities. This is because the acquisition is commonly considered a separate operating division or profit center of the hospital. Consequently, the physicians compensation is still tied to the profitability of their previous medical practice. This provides troublesome if physicians are nearing retirement.

One last reminder, and a stark reminder of how this time may be different, is how the practice’s patients now can easily become part of hospital’s affiliated practice, especially with the advent of electronic medical records. In essence, the hospital now owns and operates all patient lists and records that have been accumulated by the practice group.

While I will leave you with the determination of whether it is better to sell, partner or lease with a hospital, MREA has established healthcare real estate professionals, accountants and attorneys to whom you have access. Contact us for our wide range of client responsibilities that incorporate business strategies with extensive real estate capabilities.

ADA: What Does It Represent? Requirements?

First, what does the ADA stand for and what does it represent?

The Americans with Disabilities Act (ADA) provides that all public services and facilities grant full access to individuals with disabilities so that they can lead full and productive lives. In order to accomplish this goal, the ADA contains requirements and responsibilities for medical practices in the areas of employment, physical access to facilities, and modification of policies and practices to eliminate barriers to effective health care.

The ADA provides rights and protections to individuals who have physical or mental impairments that “substantially limit major life activities.” Recent amendments to the statute require that the definition of who is disabled and therefore eligible to receive the ADA’s protections must be construed broadly. Although the statute and proposed revisions to its regulations list some impairments as examples of covered conditions, including those substantially limiting mobility, vision, hearing, speech and thinking.  Also physiological diseases and other non-minor ailments with lasting impact, other conditions may also be covered.

Title I of the ADA prohibits medical practices with 15 or more employees from discriminating against individuals with disabilities in employment matters. In other words, if job applicants or employees are otherwise qualified for a job, their disability may not be used as a basis for adverse action in hiring, promotions, working conditions, compensation, or other aspects of their employment.

Moreover, ADA Title I requires medical practices to reasonably accommodate disabilities, by adjusting policies, providing assistive devices, removing barriers, and otherwise assisting the employee to perform the job. However, the medical practice is not required to make accommodations that would place an undue burden on the business and its staff.

Title III of the ADA places responsibility on places of public accommodation, including medical practices to ensure that patients, clients or visitors with disabilities have full access to their facilities and services. Medical practices should ensure their policies and procedures provide unfettered access to their services and take into account the needs of people with disabilities.

For instance, individuals whose disabilities require them to use assistance animals, such as guide or warning dogs, should be allowed to take their assistance animals with them to medical appointments, to the full extent that it is safe and practicable. Animal allergies of other patients are often not accepted as a valid reason for denying use of an assistance animal when there is any way to keep the animal away from the allergy sufferer.

Additionally, medical practices should develop policies that ensure that individuals with mental health conditions are excluded from service because of their disability-related behavior, when reasonable accommodations can be made. Staff should receive training on accommodation policies and practices.

Buildings that house medical practices and the offices of the practices must comply with the ADA and its accessibility requirements to ensure that individuals with mobility and vision impairments can get around safely. Newly constructed buildings and offices, as well as those that have undergone renovations or major modifications, should be built in compliance with the ADA Accessibility Guidelines, which provide detailed specifications on parking, ramps, door widths, restroom facilities and other features that affect accessibility.

Equipment and furniture should also be selected with the needs of individuals who use wheelchairs and scooters or who have difficulty moving around.

Because clear communication and understanding are essential to effective provision of health care, medical practices must be prepared to provide assistance to individuals who have difficulty with hearing or speaking. The ADA imposes requirements for the provision of assistive communication devices and translation services for patients who need them. Cost and inconvenience to the medical practice are not accepted as excuses for failure to provide these services when requested. Similarly, medical practice staff must provide oral explanation of written materials or forms, large print materials or other methods for ensuring that patients with visual impairments have full access to written information.

Several unique, property-specific ADA requirements are necessary for all commercial and medical real estate practitioners to become aware.  If you or an acquaintance require more information to move forward on a real estate decision, please contact us and we will recommend the proper resource.

Office Space Types: Open & Closed

Office space can refer to a variety of parts that encompass the whole, of which the the most common are provided here: meeting spaces integrated into the office environment, reception, office support spaces such as work rooms, storage rooms, file rooms, mail rooms, copier areas, service units/coffee bar, and coat storage integrated into the office environment, and telephone and communications equipment rooms located in tenant suites containing tenant equipment.

Spaces and features that may be classified as a separate space type or covered as a special feature include:

  • Millwork other than service unit/coffee bar and coat storage
  • Meeting spaces and conference rooms that include special lighting systems, acoustical treatment, moveable partitions, millwork, or A/V systems
  • Secure storage, strong rooms, vaults, and hardened partitions located within the office suite
  • Large filing, library, or storage areas with concentrated floor loads
  • Enclosed spaces requiring acoustical separation higher than 40 STC, partitions to structure with acoustical insulation, and ductwork sound baffling
  • Specialized window treatments (blackout shades, plantation shutters, motorized fabric draperies, etc.), interior windows, glass block partitions, and glazed doors
  • Humidity, pathogenic, or hypoallergenic air treatment systems
  • Upgrade or changes to standard items such as plaster or vaulted ceilings, specialty lighting, or upgraded ceiling tiles
  • Private toilets, elevators, or staircases

Office space plans can be arranged in several scenarios, including: 100% closed office (fully closed), 80%-20% (open), 20%-80% (closed), and 100% open office (fully open).

Space Attributes

Over 50 percent of workers in the U.S. spend the workday in office buildings and spaces, and employers today are increasingly bearing the responsibility of providing a quality workspace. Thus office space of choice is commonly a flexible environment that integrates technology, comfort and safety, and energy efficiency to provide a productive, cost-effective, and aesthetically pleasing working environment. Typical features of office space types include the list of applicable design objectives elements as outlined below.

Functional / Operational

  • Integrated Technology: Begin the design process with a thorough understanding of the technological requirements of the space, including anticipated future needs.
  • Occupancy: Office space types fall into the B2 occupancy classification, with sprinklered construction. The GSA acoustical class is C1 for enclosed offices and Class C2 for open offices.

Productivity

  • Flexibility: The office space type is durable and adaptable, and will typically include features such as a raised floor system for the distribution of critical services (power, voice, data, and HVAC) and mobile workstations to accommodate changes in employee, equipment, and storage needs over time.

Safety and Security

  • Comfort and Safety: The health, safety and comfort of employees is of paramount concern to employers. For this reason, the office space type should be designed with increased fresh air ventilation, the specification of non-toxic and low-polluting materials and indoor air quality monitoring. Non-quantifiable benefits such as access to windows and view, and opportunities for interaction should also be taken into account.

Sustainable

  • Energy Efficiency: As energy costs increase with higher reliance on technology, strategies such as the specification of high-efficiency lighting and lighting controls; the application of daylighting; the use of occupancy sensors; and the installation of high-efficiency HVAC equipment should be considered.

Example Programs

Two sample building programs and plans are provided, for ‘fully closed’ and ‘fully open’ offices. They include minor file and library reference areas, conference space, break space with service unit/coffee bar, and reception area.

“Fully” Closed Office

Description
Tenant Occupiable Areas
Qty. SF Each Space Req’d. Sum Actual SF Tenant Usable Factor Tenant USF
Office Spaces

12,170

    Enclosed Executive Offices

2

225

450

    Enclosed Large Offices

52

150

7,800

    Enclosed Small Offices

26

120

3,120

    Open Large Office

0

140

0

    Open Small Office

0

100

0

    Open Workstations

9

80

720

    Reception Desk

1

80

80

Support Spaces

3,134

    Reception Seating

1

200

200

    ”Unimproved” Conference
Large

1

600

600

    Conference Small

3

150

450

    Informal Breakout Centers

0

80

0

    Printer/Copier/Fax Center

3

60

180

    Break Room Service Unit

1

340

340

    Information Reference Centers

2

150

300

    Supply Room

4

40

160

    Work Room

1

200

200

    File Area

2

144

288

    Documents Room

1

240

240

    Server Room

1

176

176

    Tenant Suite

15,304

15,304

1.35

20,592

“Fully” Open Office

Description
Tenant Occupiable Areas
Qty. SF Each Space Req’d. Sum Actual SF Tenant Usable Factor Tenant USF
Office Spaces

10,600

    Enclosed Executive Offices

0

180

0

    Enclosed Large Offices

0

150

0

    Enclosed Small Offices

0

120

0

    Open Large Office

4

180

720

    Open Small Office

15

120

1,800

    Open Workstations

100

80

8,000

    Reception Desk

1

80

80

Support Spaces

30%

4,614

    Reception Seating

1

120

120

    ”Unimproved” Conference
Large

1

600

600

    Conference Small

5

150

750

    Informal Breakout Centers

12

80

960

    Printer/Copier/Fax Center

3

80

240

    Break Room Service Unit

1

340

340

    Information Reference Centers

3

180

540

    Supply Center

4

40

160

    Work Center

1

200

200

    File Area

2

144

288

    Documents Room

1

240

240

    Server Room

1

176

176

    Tenant Suite

15,214

15,214

1.35

20,572

Highest and Best Use – An Explanation

A property must be appraised in terms of its highest and best use.  Simply put, the highest and best use of a property is the use that, at a given time, produces the greatest net financial return.

When a site contains improvements, the highest and best use may be different from the existing use. Implied in this statement is that the determination of highest and best use takes into account the contribution of a specific use to the community and community development goals, as well as the benefits of that use by individual property owners. An additional implication is that the determination of highest and best use results from an appraiser’s judgment and analytical skills, which the use determined from analysis represents an opinion, not a fact to be found. In appraisal practice, the concept of highest and best use represents the premise upon which value is based. In the context of most probable selling price, another term to reflect highest and best use would be the most probable use.

A determination of highest and best use also includes identifying the motivations of probable purchasers. The motivations are based on perceptions of benefits that accrue to property ownership. Different motivations influence the highest and best use and are significant to an appraiser’s conclusions about the highest and best use of any parcel of real estate.

The benefits of investment properties that are not owner-occupied relate to net income potential and to eventual resale, or refinancing. The highest and best use decision for investment property is often influenced by the income tax and inflation hedge aspects of the existing or proposed improvements. Determination of the type and intensity of the improvement to be placed on the investor’s land often requires an after-tax return analysis of various alternatives.

Land or improved property that has resale profit as its principal potential benefit is purely speculative. The price such land commands in the market reflects the real motivation of the purchaser/speculator.

This portion of the appraisal process is based on the definition of highest and best use that was mentioned prior. From this definition, it is obvious that market value of the land or site and of an improved property are both estimated under the assumption that potential purchasers will pay prices that reflect their analysis of the most profitable use of both land (as vacant) and property (as improved).

Medical Lease Checklist

As commercial real estate practitioners are aware, most leases contain provisions that require a tenant to be in compliance with all applicable laws, but medical leases must specifically address and require compliance with Healthcare Referral Laws. While there are many similarities between standard commercial office leases and medical office leases, many considerations pertaining to and regulations contained in the Stark Law and the Anti-kickback Statute are unique to medical office leases.  This is especially true in leases where both the landlord and the tenant are physicians or other healthcare providers. These rules are designed specifically to prevent physicians and other healthcare providers from receiving payments based on the volume and value of the referral of patients.

In a standard commercial lease, the ownership by the landlord and the relationship with the tenant rarely have an effect on the structure of the lease or the determination of the rental rate. In the medical leasing context, however, the ownership structure of a landlord and the relationship of the tenant will impact whether a valid relationship may occur.

As for the lease itself, we have provided several items that we suggest you have handy when preparing to enter into a binding relationship with a landlord, tenant or third party.  Each bullet point has a detailed explanation to which we suggest contacting an attorney that is privy with Healthcare Referral Laws.

Medical Lease Checklist

  • Standard office lease review
  • Stark Issues
  • In writing, signed by parties, identify rental space
  • Term for at least one (1) year
  • Rent at fair market value
  • Set in advance (four (4) elements for amended rent)
  • Tenant improvement allowances
  • Landlord concessions
  • Holdover rent must be consistent with market
  • Amount of space is reasonable and necessary for proposed use
  • Lease is commercially reasonable even if no referrals
  • Holdover no longer than six (6) months
  • Subleasing and Timesharing Arrangements
  • Subleases must independently qualify
  • Sharing of common space/staff issues
  • General prohibition on per-click arrangements
  • Durable medical equipment issues
  • Protect against issues created by change in tenant/landlord ownership
  • Allow amendments for compliance with regulations
  • Medical qualification provisions – hospital staff obligations
  • Hospital-imposed use restrictions
  • HIPAA privacy and security concerns
  • ADA compliance issues
  • Excluded individuals
  • Use restrictions to limit practice area
  • Medical wastes – clearly document responsibilities
  • Utility services – ensuring continued service
  • Signage issues

Is It Time To Purchase Your Medical Office Space?

We believe that the unique timing of this commercial real estate down market cycle coupled with historically low interest rates has created an investment opportunity for physicians. There are several advantages of investing in medical office space for your organization and only a few disadvantages.  And, considering inflation is upon us, rents appear to go in only one direction – up, up, up!

As for the negative factors of investing in medical or commercial real estate, as always it remains the large cash outlays and potential tenant vacancy. When you are purchasing for your organization, these disadvantages are essentially erased.

When purchasing a building for use, initial down payments begin as low as 10-15% of the purchase price. The most coveted loan made by commercial lenders is via medical and corporate users, purchasing space for their own use.  Similar to residential lenders, the most attractive interest rates and down payments are given to owner occupants for their primary residence, and similarly, commercial lenders favor user loans over non-user or investment loans.

When we are assisting physicians with the purchase of office space, one of the major advantages that sells the deal is that of principal reduction.  When you own space, each month a portion of your occupancy cost has reduced the principal balance of your mortgage. Often times, when our group is commissioned to dispose a property, the seller will admit to purchasing the building to control costs or to keep the organization in one place.  But, often times, the profit from a disposition turns into a windfall that was not expected.  Because physicians are paying their mortgage in as few as 5, 10 or 15 years, the building purchase has the potential of providing a supplemental retirement package upon resale.

Returning to the inflation topic: Historically, purchasing medical office space has increased rents over a period of time.  When purchasing space, you control the increases and not the other way around. This is a simple point, but one that needs to be made.

Another inflation benefit is the positive leverage of financing your space. For example, if you get a 7% return on $100,000 that is $7,000. If you choose to place $100,000 down to purchase a $1,000,000 medical office building, at only 2.5% inflation, that equates to $25,000 per year annually.

Keep in mind, it is the power of positive leverage and inflation that creates wealth. Contact Robert S. “Bob” Lowery for your commercial and medical real estate needs.

It is time.

Mastering the Art of Commercial Real Estate Negotiation

In commercial real estate, we are constantly honing our negotiation skills. Our ability to negotiate will be put to use, not only in the process of creating an offer and working diligently to get it accepted, but also with your contacts, brokers, buyers, sellers, landlords, tenants, vendors, and lenders. In any situation where there are more than two interests, we know that negotiations will take place in order to satisfy everyone’s goals.

Many people fear negotiation, usually due to a lack of experience. But, once they begin practicing, over time it becomes progressively easier, and may even become fun! Negotiation is filled with tactics and problem-solving, used to yield the best results for each party. Being a good negotiator is very important to our business, especially in a challenging economic environment.

There are different negotiating styles that work for some people, and not others. For example, some find success with a very strong, even intimidating approach in negotiation.  This method is successful on occasions where the other party is easily intimidated or extremely motivated to relinquish their position. Personally, I prefer to use a straight forward approach, whereby I am prepared, informed and persuasive. As I have anticipated the questions and concerns the other party may have, I find it easier to answer them. This helps me to clearly and confidently negotiate terms. As a result, closing deals is often easy and fun. It is true that different styles should be used in different situations, so study others who negotiate and develop a style that works best for you.

In commercial real estate brokerage, as in most businesses, it is best to yield to an agreement that is win-win, meaning both parties are satisfied with the results at some level. If the strongest concerns of each party are addressed and a solution results, the agreement is of mutual benefit to both parties.

If you are not familiar with negotiation, I suggest that you take a class, purchase a book (I just completed ‘Essential Negotiation’ from The Economist), or find a seminar that covers the basics of negotiation. There are many generic tips and tactics that will sharpen your negotiation abilities and make it easier for you to get what you want out of an opportunity.

In commercial real estate, there are specific negotiation tactics that can be written into contracts. Many of these tactics require some creativity and are specific to certain situations. Don’t be afraid to get creative; after all, this is where commercial real estate becomes exciting.

We are always making an effort to sharpen our negotiating skills, and shape our strategies to increase our clients’ bargaining power.  Having a few extra tricks up our sleeves to help influence a deal in your favor does not hurt either.

Analyzing the Leases of a Commercial Real Estate Investment

As the market climbs out of the doldrums and lease activity picks up, it may be time to wipe the dust from the broker’s offering memorandum and take a closer look at that commercial real estate investment.   While, in this environment, we defer to the buyer to make that determination based on associated need and risk,  but currently some buildings and pockets of Houston are attracting attention from the pent-up commercial real estate investor class.

Because we understand that the market has changed so quickly, in such a brief period of time, new investment capital is no longer looking for land appreciation as the sole driver to the investment decision.  They will now be focused on what makes the property truly worth its weight: strong leases.

The buildings that have the strongest leases and are located favorably, per their specific asset type, will be the most marketable and sellable over the next few years. For the others, and there are many, the asset values will continue to decline on a similar path with land values.  And, if maintenance for the property becomes deferred and tenants not properly managed, the outcome will be much worse.

Regarding those buildings that are truly sellable, we have provided you, the user/investor, with some expertise regarding the examination of leases when purchasing commercial investment property.  Here are seven important lease items to analyze prior to, and during, the due diligence period:

  1. Bank and Personal Guarantees: An investment property comprises leases and other documents which support tenant occupancy. A normal leasing process would involve and create some form of guarantee to be provided by the tenant to the landlord for the duration of the lease. It is important that this guarantee has both strength and substance to reimburse the landlord in situations where the tenant defaults under the terms of the lease. At the time of property sale, these guarantee documents should have some form of ability to be transferred or re-issued to the incoming purchaser. This process is called an assignment of the guarantees. You should consult with the landlord’s agent to identify the types of guarantees involved and the ease in which this can be achieved at time of sale.
  2. Income and Rent Analysis: The income for the property is a reflection of the leases and occupancy licenses therein. It is essential to understand that the rent has been collected in accordance with the leases or licenses and that all rental matters are up to date. Part of this process will also involve the checking of the rent review profile and the expiry profile of all leases. A property with a volatile leases or leases that are soon to expire is likely to impact the price or the buyer interest. When reviewing tenant occupancy against leases, you should review the original documents and cross reference this to the tenancy schedule and any discussions or information provided by the landlord.
  3. Lease disputes: Rarely is there a property that does not have an existing lease dispute or has been impacted by a previous lease dispute. For this reason it pays to question the matters of lease dispute and resolution. If in doubt, seek a copy of correspondence and any subsequent agreement between the appropriate parties. Unresolved lease disputes can jeopardize or slow the process of property sale.
  4. Rent reviews: A significant concern in the sale of a property is the size and stability of future rent reviews. It is the rent reviews which will underpin the cash flow and hence the attractiveness of the property to purchasers. It is essential that the real estate broker or agent read all of the leases, before any assessment of price or method of sale is given. It is quite possible that the rent reviews projected and detailed in the leases can either hinder or attract purchasers to the property.
  5. Rent arrears: Existing rent arrears should be identified with the owner of a property. Any matters of associated legal pursuit should also be identified. It is possible that the property has had a history of rent arrears and instability. Look for these matters and question the cash flow stability. A history of financial performance from the property over the last few years is the best way to achieve this.
  6. Short term leases: Many properties have short term leases or casual occupancy active at any point in time. It is vital to know the mechanism under which this occupancy occurs and how it will be terminated. You do not want a short-term occupancy to jeopardize the stability and processes of the sale.
  7. Undocumented lease occupancy: Some may call this a casual lease; however a casual lease can create concern and uncertainty in the process of sale. Some tenants may claim a long-term occupancy from the existence of a previous casual lease arrangement with the landlord. Claims of this type must naturally satisfy the requirements of law to be sustained or upheld by the courts; however you should be cautious in such circumstances given that it can slow down or hinder the sale process.

This article was republished from Robert S. “Bob” Lowery’s original article, “Lease Issues That Arise When Purchasing Commercial Property”

Seeking the Lowest Rental Rate

Tenants often determine the success of a lease transaction by the price difference between the initial landlord’s advertised rental rate and the executed, contractually negotiated, rental rate. However, by focusing exclusively on the rental rate, a tenant actually stands to lose much more than this negotiated difference.

Among the 40-50 pages that make up a typical lease document, there are at least 100 negotiable items that can lead to significant monies for, or extracted from, a leasing tenant. These range from modest ones such as monthly parking fees and rooftop-access rights to more material matters such as sublease rights and termination options. To maximize savings, tenants must negotiate all facets related to their specific circumstances. Below we have provided just a few items, other than rent, that will affect your bottom line:

  1. Accuracy of space needs assessment. Is the assessment of your space needs accurate? For instance, are you sure that you need 5,000 square feet over the five-year term, or could your space be restacked more efficiently to utilize only 4,500 or even 4,000 feet? What about the potential for expansion or contraction over the lease term?
  2. Base-building conditions. Have you identified the deficiencies of base-building conditions when comparing alternatives? If the owner is not held responsible, what is the tenant’s cost to upgrade mechanical, electrical, or fire/life safety systems? A seemingly fair comparison of two buildings with the same quoted rent is not truly comparable if one requires additional expense for base-building upgrades.
  3. Tenant improvements. How much of a tenant improvement allowance will you need to build out the space to fit your needs, accounting for all non-construction related costs? Knowing this is essential to accurately negotiating tenant improvement dollars. Is the tenant improvement allowance offered on usable or rentable square feet? If based on rentable square feet, you will have approximately 12-18% more funds at your disposal. If you are using project management services, you can also negotiate the building owner’s project administration fees.
  4. Realistic occupancy date. When can you take occupancy? This estimate must account for all factors, including scheduling of design, permitting, construction, furniture delivery, technology installation and all other relevant vendors’ work.