Lease Administration for Multi-Location Medical Practices

Lease administration on retainer for multi-location medical and dental practices

Serving Physician Groups and Private Equity Groups across the Southeast

Every lease abstracted, every date tracked, and every renewal flagged early, so you’re negotiating with Leverage

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Your Practice Grew. Your Real Estate Team didn’t.

Three locations become six. Each lease has its own renewal window, rent escalations, CAM structure, and assignment language. Most of it lives in a shared drive, an office manager’s inbox, and somebody’s memory.

Most practices look closely at a lease twice: when they sign it, and when the landlord sends a renewal proposal. In between, things slip:

  • A renewal option lapses because nobody calendared the notice date.

  • A CAM reconciliation gets paid without anyone reviewing it, and the audit window closes.

  • The renewal conversation starts 90 days before expiration, when the landlord knows you can’t move a build-out that fast.

  • A buyer or DSO partner asks for lease abstracts, and diligence stalls while your team digs through files.

You shouldn’t have to become a lease expert to run a healthcare practice.

How the Retainer Works

1. Onboarding
We collect every lease and amendment across every location, abstract each one, and build your critical-date calendar. Anything that needs attention soon gets flagged right away.

2. Ongoing administration
We monitor every date, send notice reminders well ahead of deadlines, check rent escalations and CAM reconciliations as they arrive, handle routine landlord correspondence and consent requests, and walk you through a portfolio review every quarter.

3. Decisions made early
When a renewal, relocation, or expansion is coming, we tell you 12 to 24 months out, lay out the options, and represent you on the deal.

We work alongside your attorney. We handle the business terms, dates, and market side. They handle the legal review.

The Same Reason Your Doctor Refers You to A Specialist

A general broker shows up when it’s time to sign a lease. A healthcare portfolio needs someone watching every lease, every month, for the full term.

We work with medical and dental practices. We know what sits in a medical lease and what it costs you when it’s missed: exclusive use clauses, relocation rights, after-hours HVAC charges, medical waste provisions, and assignment language that can make or break a practice sale.

Every retainer is handled directly by Nick Fitzpatrick, CCIM, President of Cumberland & Worthy.

What’s Included in our Portfolio Management and Strategy

Lease abstracts
A plain-English summary of each lease and its amendments in one standard format across every location: term, rent, escalations, options, operating expenses, assignment and sublease rights, use and exclusive clauses, and guaranties.

Critical-date and option tracking
Renewal notice deadlines, option windows, expirations, rent changes, and termination rights on one calendar, with reminders well before each date.

Rent and CAM review
Scheduled rent increases checked against the lease. Operating expense and CAM reconciliations reviewed so errors and overcharges get caught before they’re paid, and audit rights get used before they expire.

Renewal early warning
As an expiration approaches, we lay out the options: renew, renegotiate, relocate, expand, shrink, or sublease. You decide with time to spare.

A centralized lease file
Every lease, amendment, commencement letter, estoppel, and landlord letter in one organized file, ready for a lender, an auditor, a buyer, or a DSO partner.

What a Missed Date Actually Costs

A lapsed renewal option can turn a below-market rent into a market reset. An unreviewed CAM bill can mean overpaying every year with no right to recover it. A lease that can’t be assigned cleanly can stall a practice sale at the finish line.

None of these show up as an emergency. They show up as a bill, or a lost negotiating position, after the window has closed.

What It Looks Like When It’s Handled

You know what every location costs, when every lease turns over, and what your options are, well before you have to decide. Renewals become negotiations you’re ready for. Diligence takes days, not weeks. Your team gets back to patient care.

Who It’s For

  • Medical, dental, and specialty groups with three or more locations

  • DSOs and MSOs managing a growing lease portfolio

  • Practices preparing for a sale, recapitalization, or refinancing that need a clean, maintained lease file

For portfolio-wide decisions like where to consolidate, expand, or exit, see [Healthcare Portfolio Management -> /healthcare-portfolio-management].

One Advisor Who Already Knows Every Lease

When a decision comes up, the person negotiating your renewal or running your search is the one who has been watching the lease all along. No briefing a new broker, no rebuilding the file, no starting late.

  • Renewal coming up: we benchmark your rent against the market and negotiate.

  • Opening or relocating a location: we run the search and negotiate the lease.

  • Too much space: we sublease it or negotiate a give-back.

  • You own the building: we evaluate a sale-leaseback.