Healthcare Best Practices for the Holiday Season

The holiday season often brings a mix of increased patient demand, staffing challenges, and unique stressors. Here’s an overview of what many clinics experience and some best practices that can help you and your team navigate these changes smoothly:

1. Increased Patient Volume and Urgent Care Needs

• What Happens: Many people seek appointments before year-end due to insurance benefits, travel-related illnesses, and respiratory infections (flu, RSV, COVID). Patients may also need follow-ups or refills before extended holiday closures.

• Best Practices:

  • 🗓️ Prioritize Scheduling: Block time for urgent or same-day appointments, especially closer to the holidays.

  • 📧 Streamline Communication: Proactively communicate holiday hours, deadlines for end-of-year appointments, and insurance deadlines with patients via email or text.

  • ✅ Optimize Workflow: Ensure your team is clear on workflows for common requests like prescription refills, lab orders, or routine follow-ups.

2. Staffing and Coverage Challenges

• What Happens: Staff often take planned vacation, which can strain coverage and increase workloads for those working.

• Best Practices:

  • 🗓️ Schedule Early: Set up the holiday schedule well in advance and ask staff for their holiday availability early. Rotate holiday shifts fairly to maintain morale.

  • 🔄 Cross-Train Staff: Having team members trained to cover multiple roles allows flexibility if someone is out unexpectedly.

  • 💵 Offer Incentives: To fill shifts or encourage staff availability, consider offering incentives like holiday pay or shortened holiday hours.

3. Increased Emotional and Physical Stress for Staff and Patients

• What Happens: The holidays can bring stress for both patients and staff due to family obligations, financial concerns, or the emotional impact of the season.

• Best Practices:

  • 💆 Focus on Staff Well-Being: Acknowledge the season's challenges and encourage staff to take breaks, hydrate, and practice self-care.

  • 🎄 Create a Festive Atmosphere: Decorating the clinic, hosting a small potluck, or organizing a holiday gift exchange can boost team morale.

  • 🧠 Mental Health Resources: Remind staff of available mental health resources, like counseling or employee assistance programs, to support those feeling overwhelmed.

4. Managing Inventory and Supplies

• What Happens: With increased patient volume and holiday shipping delays, inventory can run low.

• Best Practices:

  • 📦 Stock Up Early: Order additional supplies, especially for high-demand items like flu shots, masks, and hand sanitizers.

  • 🔔 Set Alerts for Inventory Levels: Use your inventory management system to set alerts and re-order critical supplies before they run out.

5. Patient Communication and Education

• What Happens: Patients may have questions about clinic hours, holiday closures, and health concerns specific to winter.

• Best Practices:

  • 🌐 Proactive Outreach: Update your website, social media, and voicemail to clearly communicate holiday hours, emergency contacts, and any changes in services.

  • 🩺 Educate Patients on Self-Care: Provide tips for staying healthy during the holidays, such as flu prevention, stress management, and medication adherence.

6. Emergency Preparedness

• What Happens: Winter weather and travel plans can lead to last-minute cancellations or make it difficult for patients and staff to reach the clinic.

• Best Practices:

  • ⚠️ Establish a Contingency Plan: Identify essential staff for emergencies and establish protocols for inclement weather.

  • 💻 Telemedicine Options: Offer telehealth as an alternative for patients unable to visit in person, especially for follow-up appointments or mild issues.

By focusing on these best practices, you can help ensure that your clinic runs smoothly, staff stay supported, and patients receive the care they need throughout the holiday season.