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Florida Medical Practice Insurance Quote Checklist

Published October 5, 2026Updated October 5, 2026

Sources reviewed October 5, 2026

Use this checklist to organize a Florida medical, dental, oral surgery, urgent care, imaging, therapy, or specialty practice quote with current policies, providers, services, equipment, property, cyber, employees, leases, contracts, and loss runs.

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Quick summary

A strong Florida medical or dental practice insurance quote starts with the current policies, loss runs, business entities, locations, specialties and services, provider roster, employee and payroll details, property and equipment values, cyber controls, leases and contracts, claims-made dates, and planned changes.
Start with what you have; our office will tell you which missing details matter next.

By Greene and Associates

Work with Joe GreeneCommercial Insurance Team Leader • FL 2-20 license #P005559

Medical Practice Quote Checklist: the short version

Collect current policies, renewal terms, loss runs, entities, locations, specialties, providers, employees, revenue, and payroll.
Update property, tenant improvements, medical equipment, business income, cyber controls, leases, contracts, and claims-made dates.
You can start without a perfect packet. Send business-level information only and keep patient files and PHI out of the insurance upload.

Who should use this

Built for Florida practice owners, administrators, office managers, and finance teams preparing for a quote or renewal.

Single-provider and small-group medical practicesStart with the practice basics, current policies, providers, services, equipment, employees, cyber systems, and lease requirements.

Dental and oral surgery practicesKeep the dental path intact while adding oral surgery, anesthesia, sedation, imaging, equipment, and facility details where they apply.

Urgent care, imaging, diagnostic, therapy, behavioral health, and specialty groupsShow the actual services and locations instead of forcing every outpatient business into the same generic medical-office application.

Multi-location practices adding equipment, providers, locations, or complex build-outsUpdate schedules and values before the expansion becomes a surprise during underwriting or after a claim.

Checklist

Florida Medical Practice Insurance Quote Checklist: documents and questions to organize

We use this packet to connect professional liability, property, medical equipment, cyber, employees, contracts, and business income around the practice. Start with what you have and keep every patient record out of the upload.

Practice identity, current policies, and renewal timeline

Start with the records that identify the insured businesses, locations, current coverage, and the date the practice needs a decision.

Entities, ownership, and locations

List every legal entity, DBA, owner, location, building owner, related management company, acquisition, planned location, and separate entity that needs to be named or reviewed.

Current policies and renewal offer

Gather professional liability, BOP or property, general liability, cyber, workers compensation, EPLI, auto, crime, umbrella, and any separate equipment or building policies.

Loss runs and claim story

Collect current professional, general liability, property, cyber, workers compensation, auto, and umbrella loss runs, then add a short update on open claims and corrective action.

Renewal and contract deadlines

Record policy expirations, renewal proposal dates, lease or lender deadlines, credentialing dates, contract renewals, certificate requests, and the people responsible for answering and approving.

Providers, specialties, procedures, and claims-made details

Describe what the practice does, who does it, and how the professional coverage follows the providers and entities.

Provider roster

List physicians, dentists, oral surgeons, advanced practice providers, therapists, hygienists, technicians, and other licensed professionals with specialty, status, locations, and services.

Services and procedures

Describe routine and higher-risk services, surgery, anesthesia, sedation, injections, imaging, lab, urgent care, telehealth, mobile care, aesthetics, and any work performed away from the office.

Professional liability continuity

Organize current limits, claims-made or occurrence status, retroactive dates, prior-acts needs, tail or extended-reporting questions, separate provider policies, and contract requirements.

Oral surgery and ASC distinction

Identify whether the business is a dental or oral surgery practice or separately owns or operates a licensed ambulatory surgery center. If both exist, show the entities, locations, providers, and policies for each.

Property, build-outs, equipment, and business income

Use current values for the office, complex, equipment, and downtime instead of carrying old numbers forward.

Building and lease details

For each location, include ownership or lease status, square footage, construction, year built, roof, electrical, plumbing, HVAC, sprinklers, alarms, wind protection, flood information, and landlord or lender requirements.

Tenant improvements and complex build-outs

Value cabinetry, walls, flooring, electrical, plumbing, medical gas, shielding, fixed equipment, specialty HVAC, backup power, and other improvements the practice paid for or must insure.

Medical and dental equipment schedule

List imaging, dental chairs, sterilization, surgical, anesthesia, lab, refrigeration, computers, servers, mobile, leased, and other high-value equipment with locations and current replacement values.

Business income and extra expense

Estimate revenue, continuing payroll, temporary-space costs, outsourcing, dependent-provider or location exposure, repair time, equipment replacement time, and how long the practice needs income protection after a covered shutdown.

Cyber, employees, contracts, and next-year changes

Finish with the systems, people, agreements, and planned changes that can move coverage or pricing.

Cyber and patient-data controls

Describe EHR, billing, portals, vendors, remote access, MFA, backups, security training, endpoint protection, incident response, prior events, and technology-dependent income. Do not send patient-level data.

Employees and payroll

Provide employee counts, payroll, job duties, clinical exposures, driving, lifting, bloodborne-pathogen exposure, workplace injuries, hiring controls, and current workers compensation information.

Leases, lenders, and business contracts

Gather lease, lender, equipment, provider, vendor, payer, management, customer, referral, and service agreements with insurance, indemnity, certificate, additional insured, and limit requirements.

Planned changes

Flag new providers, services, anesthesia, locations, equipment, construction, ownership, acquisitions, contracts, technology, vehicles, revenue, payroll, or other changes expected during the next policy term.

Medical Practice Quote Checklist red flags to catch early

A provider, service, anesthesia arrangement, location, or business entity is missing from the professional liability application.

High-value equipment and tenant improvements are folded into an old contents estimate with no current schedule.

The renewal compares premiums without lining up claims-made dates, property values, business income, cyber coverage, deductibles, and contract requirements.

The quote packet contains patient records or protected health information that the insurance review does not need.

A new location, surgery service, imaging unit, complex build-out, acquisition, or major claim is disclosed after the quote process is already underway.

Download the medical practice quote PDF checklist

Print the PDF for the practice renewal meeting and mark who owns each missing item. Use the online version for official sources, the medical and dental guide, and the healthcare upload form.

Download PDF 1-800-252-6885 Practice Insurance Guide

Sources used for this medical practice quote checklist

The official sources below explain the rules and guidance behind this checklist. Our experience helps turn them into a practical document list.

HHS HIPAA Security Rulehhs.gov OSHA bloodborne pathogens standardosha.gov Florida CFO workers compensation coverage requirementsmyfloridacfo.com Florida Board of Medicineflboardofmedicine.gov Florida Board of Dentistryfloridasdentistry.gov

Medical Practice Quote Checklist FAQ

What documents do I need for a medical practice insurance quote?

Start with current policies and renewal terms, loss runs, business entities, locations, provider roster, specialties and services, employee and payroll details, property and equipment schedules, cyber information, leases, contracts, claims-made dates, and planned changes.

How should a practice list high-value medical or dental equipment?

List the description, location, ownership or lease status, current replacement value, specialized installation, service contract, expected replacement time, and whether the equipment travels or depends on special power, cooling, plumbing, shielding, calibration, or medical gas.

Does an oral surgery practice belong on the ASC insurance path?

Not automatically. An oral surgery office stays on the dental and medical practice path unless the business separately owns or operates a licensed ambulatory surgery center. If both exist, organize the entities, locations, providers, procedures, and policies separately.

Can I start a practice insurance quote if some documents are missing?

Yes. Send the operation, location, business, services, providers, and records you already have. Our office will review the packet and tell you which missing details matter for the next step.

Greene & Associates Insurance: Upload the current policies, loss runs, schedules, leases, and contracts that are ready. We will keep the follow-up focused.

Start With What I Have

Ready to compare insurance options?

Turn the checklist into insurance options.

Send the documents, schedule, contract notes, or current renewal that match this checklist. We can compare options with fewer follow-up questions and connect you with our team.

Start My Practice Review 1-800-252-6885