The holiday season can be a hectic time for doctors, especially for primary care physicians. December is one of the busiest months for doctors, and January is the busiest, according to research. There are many reasons for this, including seasonal illnesses and children being out of school. For doctors, it’s important to have a plan to prepare for the holiday rush of patients efficiently. These are 10 practical tips to ensure smooth operations and provide the best possible care for your patients.
1. Plan Ahead, Manage Expectations
During the holiday rush of patients, the first and most important step for doctors is to be prepared. That means planning ahead and making sure everyone in your office understands the expectations. Review your schedule and allocate the right amount of time for appointments. Inform your staff about the expected rush and provide them with clear instructions on how to manage the increase efficiently. If your staff knows what may lie ahead, and if they expect more patients to call and walk through the door, you can help avoid frustrations for you, your staff, and your patients.
2. Streamline the Check-In Process
To minimize waiting times and improve patient satisfaction, make sure you’re using all the technology available to run and smooth and optimized check-in process. While it may be too late for this year, if you don’t have an electronic check-in system, it’s never too late to begin that process. And even if you don’t, there are simple ways to create online registration forms that can be emailed to patients that will expedite the process. This way, patients can complete paperwork and provide necessary information in advance, saving time during their visit.
3. Increase Staff Support
Any retail business that knows it will have more customers during the holidays makes a plan to increase staffing during the busiest time of the year. Doctors who know they’ll have a holiday rush of patients should do the same. Consider hiring additional temporary staff during the holiday season to handle the increased patient load. While needing to train new, temporary people may seem like a lot of extra work, if they are given simple tasks that need minimal training, they can significantly help your practice run smoother. There are times when hiring temporary staff can be more of a distraction than a help, so it’s important to clearly define how they’ll help, making sure your full-time staff is able to help in other areas.
4. Extend Office Hours
While no one likes the idea of working more hours, especially during the holiday season, extending your office hours by 30 minutes or an hour later could help you accommodate more patients. Depending on your patient base, it also may be more helpful if you open earlier. For patients who work, that may allow them more flexibility to visit the doctor and then make it to work or other commitments. If you’re going to increase your operating hours, make sure to invest some time marketing that information. If you’re able to send mass emails, that’s a good way to inform patients about the added availability. Place a sign on the door, and use your social media pages to let patients know.
5. Take Care of Yourself
For doctors who see a steady increase of patients during the holiday season, one of the easiest things to do is getting caught up in the needs and illnesses of your patients while completely neglecting self-care. When that happens, it can have an impact on the way a doctor treats patients and, even worse, can negatively affect the special time doctors have with friends and family during the holidays. Doctor burn-out is a major concern in the healthcare industry, which means it’s important to prioritize your mental and physical health. Get adequate sleep, maintain a healthy diet, and engage in activities that help you relax and unwind. By taking care of yourself, you’ll be better equipped to handle the increased patient load effectively.
There’s not a single tip that can help doctors manage the holiday rush of patients. Instead, using a number of tools like planning ahead, finding extra help, and extending office hours all can work together to better handle the increased patients who may need care this season. No matter what steps you take at your practice, doctors must also remember that their well-being is important to practicing medicine effectively.
