Concussion Clinic Startup Costs: Plan Around $80K+ in Known CAPEX

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What does this financial model screenshot show?

This tab lists startup CAPEX and costs in Concussion Assessment and Treatment Clinic Financial Model Template; review categories, timing, amounts, depreciation.

Screenshot highlights

• CAPEX and launch spend
• Payroll timing and runway
• Break-even and collections

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What drives concussion clinic equipment costs and buildout costs?

For a Concussion Assessment and Treatment Clinic, the big equipment costs come from how many exam rooms you build, how deep the therapy gym is, and whether you add a vestibular rehab area; the clearest price points in the research are $45,000 for neuroimaging software and $35,000 for a balance and vestibular platform. Buildout cost is driven by reception, exam rooms, clinician offices, privacy, electrical, lighting, flooring, and Americans with Disabilities Act access, plus signage and landlord improvement allowances. Don’t assume you need computed tomography or magnetic resonance imaging equipment if referral relationships can cover imaging.

Equipment spend drivers

• Exam room count sets core fit-out.
• Therapy gym depth adds space and gear.
• Vestibular rehab area needs dedicated tools.
• $45,000 neuroimaging software is a listed cost.

Buildout cost drivers

• $35,000 balance platform is a listed cost.
• Balance tools and testing platforms add up.
• Reception, offices, and privacy raise spend.
• Electrical, lighting, flooring, and access matter.

How should I turn concussion clinic startup costs into a funding plan?

Turn the funding plan into a cash-timing map for the Concussion Assessment and Treatment Clinic: fund the upfront CAPEX, the first-month fixed burn, and the delay before payer cash comes back. Month 1 fixed costs are $19,650 and support payroll is $39,167, so the first cash gap is $58,817 before revenue. Then layer in the $45,000 software suite, $35,000 balance platform, physical therapy gym outfitting, and Year 1 prices of $350, $275, $175, $200, and $185 across the service lines.

Front-load cash

• Month 1 cash need: $58,817
• CAPEX timing: Month 1 to Month 6
• Software suite: $45,000
• Balance platform: $35,000

Build the ramp

• Neurologist visit price: $350
• Neuropsychology visit price: $275
• Physical therapy visit price: $175
• Use Year 1 capacity: 500% to 700%

What hidden costs of opening a concussion clinic should I plan for?

If you’re opening a Concussion Assessment and Treatment Clinic, the hidden cost is the cash you burn before collections start, not just the monthly rent. For the setup side, see How To Launch Concussion Assessment And Treatment Clinic Business? Plan for credentialing delays, provider enrollment, HIPAA and Occupational Safety and Health Administration policies, staff training, and reserve cash for the gap. Also separate launch spend from ongoing costs like $3,200 malpractice binders, $850 EHR software, $12,500 rent deposits, $1,400 utilities and high-speed data, $1,100 cleaning, 60% billing and collection fees, and referral development tied to 80% of revenue.

Pre-open cash

• Plan for payer credentialing delays
• Budget provider enrollment time
• Pay for HIPAA policy setup
• Cover OSHA policy work

Ongoing burn

• Malpractice binders: $3,200
• EHR subscription: $850
• Rent deposits tied to $12,500 rent
• Utilities, data, cleaning: $1,400 and $1,100

Calculate Fuding Needs

Concussion Assessment and Treatment Clinic Core Five Startup Costs

Facility Buildout and Leasehold Improvements Startup Expense

Clinic Buildout

A concussion clinic buildout is usually CAPEX or a pre-opening lease cost, not ongoing rent. Budget for reception, exam rooms, clinician offices, a therapy or balance area, privacy, flooring, lighting, electrical, signage, and ADA access, then size it from square footage, room count, and local contractor quotes.

Cost Inputs

Use room counts and lease terms to price the job. A bigger vestibular therapy room or physical therapy gym pushes costs up fast, so ask for quotes by trade, not one lump sum. Treat landlord improvement allowances as a lease offset, and keep ongoing rent out of startup cost except deposits or working capital.

• Count exam and therapy rooms
• Quote each trade separately
• Separate deposits from rent

Lease Cash

Use $12,500 monthly facility rent as the planning anchor for cash tied to the lease, then refine runway with deposit terms and timing. That number is not buildout spend. It only helps you size pre-opening cash needs until patient revenue starts.

Keep It Tight

Keep finishes clinical, durable, and easy to clean, and avoid overbuilding unused space. The fastest savings usually come from smaller square footage, fewer custom walls, and a landlord allowance that covers part of the improvement bill before opening.

Diagnostic, Assessment, and Treatment Equipment Startup Expense

Essential gear

Start with the tools that support intake, exam, balance testing, vestibular rehab, and patient tracking. The only priced assets given are the $45,000 neuroimaging software suite and the $35,000 balance and vestibular platform, for $80,000 total before the unpriced physical therapy gym outfitting line.

What to budget

This line should cover concussion assessment equipment, exam equipment, treatment tables, balance and gait tools, vestibular and ocular-motor therapy tools, physical therapy equipment, computers, and basic monitoring gear. Price it with units × unit cost, vendor quotes, room count, provider count, and expected patient volume.

• Separate must-have from premium gear
• Use written quotes for each asset
• Match purchases to visit volume

Spend control

Keep the build lean by buying for the actual service menu first, then adding extras only after demand shows up. Do not assume you need computed tomography, magnetic resonance imaging, or hospital-grade imaging. The clinic can start with targeted diagnostic and rehab tools, not a hospital imaging stack.

• Buy for core visits first
• Delay premium systems
• Skip hospital-style imaging

Right-size the build

The right equipment mix depends on referral strategy, provider count, and expected patient volume. A clinic with more follow-up rehab and less imaging needs a different setup than one built around heavy diagnostic testing. Tie every purchase to room use, visit flow, and how often balance and vestibular work will run.

Medical Software, Testing Platforms, and Data Security Startup Expense

Software Stack

A concussion clinic’s software stack covers EHR, practice management, scheduling, claims, patient portal, telehealth, outcome tracking, neurocognitive testing, cybersecurity, hardware, and backups. The known recurring anchor is $850 per month for EHR and patient portal. Treat implementation and hardware as one-time startup costs, not monthly overhead.

Cost Build

Estimate this line in two buckets: recurring software and one-time setup. Use $45,000 for the neuroimaging software suite CAPEX line, then add $850 per month for EHR and portal. Diagnostic software licensing is 35% of revenue in Years 1 to 2, then 30% in Years 3 to 5. HIPAA planning and access controls belong in launch scope.

Cost Control

Cut waste by buying only the modules tied to your service menu and patient volume. Don’t bury HIPAA controls, backups, or implementation in later phases; gaps there get expensive fast. The best savings come from avoiding premium add-ons you won’t use and from keeping one-time hardware separate from recurring subscriptions.

Launch Budget

Set the launch budget with a clear split: one-time software setup, hardware, and security work upfront; then $850 monthly for core platform access, plus revenue-based diagnostic licensing at 35% in Years 1 to 2 and 30% in Years 3 to 5. That keeps cash planning clean.

Licensing, Credentialing, Insurance, Legal, and Compliance Startup Expense

Compliance Setup

A concussion clinic needs entity formation, state clinic setup, payer enrollment, provider licensing support, credentialing, legal review, HIPAA policies, OSHA procedures, and malpractice coverage. Budget starts with quote-based legal and admin work, then adds recurring insurance and billing fees. Professional malpractice insurance is $3,200 per month, and billing and collection fees run at 60% of revenue.

What It Covers

This line covers the rules and filings that let the clinic bill and operate cleanly. The estimate depends on state, provider type, services, and payer contracts. Use legal quotes, enrollment counts, and months of coverage. If lab testing is offered, add CLIA steps. Credentialing delays can push reimbursement out, so build extra runway before cash starts coming in.

• Count providers and payers first
• Price legal review by task
• Budget for delayed collections

How To Control It

Start credentialing early, before opening day, so reimbursement can begin sooner. Use one compliance plan for HIPAA, OSHA, and clinic policies instead of custom work for every issue. Keep lab testing out unless it changes care enough to justify CLIA work. One clean rule: no credentialing, no cash.

• Submit payer files early
• Use templates where allowed
• Separate setup from monthly fees

Cash Risk

This cost is not just one-time setup. The real strain is the monthly burn from $3,200 malpractice insurance plus 60% of revenue for billing and collections, while credentialing can delay first payments. Plan this as both startup cash and operating runway, not a small admin fee.

Staffing Readiness, Training, and Launch Marketing Startup Expense

Readiness Payroll

This line covers recruiting, onboarding, pre-opening payroll, and workflow setup for the medical director, clinic manager, front desk, billing, and referral process. Year 1 support payroll is about $39,167 per month, or $470,000 a year, built from $240,000 medical director, $85,000 clinic manager, $55,000 patient care coordinator, $42,000 front desk, and $48,000 medical assistant.

Hire and Train

Keep the spend tight by training staff before opening and using mock patient flow for front desk and billing. Do not hire ahead of demand; the clinic already plans for 2 neurolog ists, 1 neuropsychologist, 2 physical therapists, 1 vestibular specialist, and 1 occupational therapist, so each role should tie to booked visits and clear referral volume.

Launch Reach

Launch marketing and referral development is modeled at 80% of Year 1 revenue, so this is not a small line item. Use it for school, athletic, and physician outreach, opening campaigns, and partnership setup; the math only works if those channels fill the multi-specialty schedule fast enough.

Go-Live Setup

Plan the medical director’s readiness, clinic manager setup, staff training, and billing workflows before the first patient walks in. The cost is highest when launch dates slip, because payroll starts before referral volume does, so tie opening tasks to a hard calendar and clear go-live checks.

Compare 3 Startup Cost Scenarios

Startup cost scenarios

Lean keeps the clinic referral-first with less space and slower equipment spend. Base matches the modeled Year 1 team, while Full adds rehab depth, more staff runway, and higher working capital.

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Lean, Base, and Full launch cost comparison

Scenario	Lean LaunchLowest spend	Base LaunchModel match	Full LaunchScale build
Launch model	Start with a referral-led clinic, smaller space, and only the core systems needed to open.	Open with the modeled Year 1 provider mix and the core equipment needed to run diagnostics and treatment from day one.	Build for broader rehab use, a larger therapy gym, and more working capital so the clinic can scale toward Year 5 staffing.
Typical setup	Use fewer owned systems, a tighter staffing runway, and delay premium equipment until demand proves out.	Run a standard clinic footprint with 2 neurologists, 1 neuropsychologist, 2 physical therapists, 1 vestibular specialist, and 1 occupational therapist, plus the $80,000 known priced CAPEX.	Add broader rehab tools, deeper staffing runway, and enough cash to support leasehold improvements and ramp-up.
Cost drivers	Smaller rent basic diagnostics fewer staff delayed rehab gear	Core CAPEX Year 1 provider mix staffing billing fees clinic overhead	Therapy gym rehab tools staffing runway leasehold improvements working capital
Planning rangeCAPEX only	$150,000 - $250,000Tight cash need	$300,000 - $450,000Balanced build	$800,000 - $1,100,000High cash need
Best fit	Best for founders testing local referral volume or keeping launch risk low.	Best for operators who want the core clinic model without overbuilding on day one.	Best for teams planning a fuller buildout and a longer path to scaled utilization.

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Planning note: Scenario ranges are researched planning assumptions, not exact vendor quotes or final bids.