Being a Practice Owner Doesn’t Mean Skipping Holidays—Here’s How You Can Prepare

By Andrew Speight, Chief Marketing Officer at RXNT

The holidays are supposed to be a time to relax, recharge, and reconnect, but for medical professionals nationwide, how often does that actually happen? Studies show that almost 60% of healthcare providers take 3 weeks of vacation or less annually, and of that group, more than 70% still end up working during their “time off.” What’s worse, almost 20% of providers take five or fewer days off per year.

Often enough, practices struggle to prepare for holiday closures or staff vacations but it’s not due to lack of effort—it’s a lack of preparation. Strategic planning and preparation goes a long way, and if more practices focus on these three simple steps, they’ll be able to unplug during the holidays without sacrificing practice efficiency or patient care.

STEP 1: Communicate Office Closures Way Early

The first crucial step to a successful holiday break is communication. This sounds simple, but it’s surprising how often closures catch people unaware. Patients show up to locked doors, staff feel rushed at the last minute, and vendors are left trying to figure out what’s happening. All of this can be avoided with clear, early communication. Whatever feels early—plan for earlier!

Letting patients know your holiday hours and office closures as early as possible—use multiple channels like email footers, your website, social media, and even physical signs in the office. As an example, a quick email can save a lot of headaches later. Similarly, taking a few minutes to update your website with a banner can make all the difference. For example:

We’re closed for the holidays from [date] to [date]. Here’s how to reach us for urgent assistance: [phone number]

Don’t forget about your staff! They need transparency well in advance—make sure everyone knows the holiday schedule and what’s expected of them before and after the break. Set the schedule early, get everyone’s availability, and plan for the “what if” should someone’s travel plans get derailed. If you work with vendors, like medical supply companies, lab partners, or IT support, keep them in the loop as well. The goal is to ensure no one is scrambling at the last minute.

Have a plan for emergencies. Whether that means setting up an on-call service, directing patients to nearby urgent care, or providing instructions for prescription refills, clear communication ensures patients feel supported even when the office is closed.

STEP 2: Address Billing and Admin Tasks Before Closing

If there’s one thing you don’t want to deal with after a holiday break, it’s a pile of overdue billing and administrative work. Before closing your office, take the time to get ahead on these tasks.

For billing, try to process as many pending claims or invoices as possible before your team heads out. Submit paperwork early to prevent payment delays. It’s also a good idea to automate tasks like claim submissions, payment posting, or patient reminders so key things aren’t missed during the time away. Plus, you’ll thank yourself later if you set up calendar reminders for tasks that will need attention as soon as you return.

For example, if you know outstanding invoices need to be sent out on January 3, schedule those reminders now so they don’t fall through the cracks. Take care of these details ahead of time to ensure that when your operations resume, your focus is on what’s next rather than what’s left behind. Tie up those loose ends ahead of the break to give your team the gift of a smooth transition!

STEP 3: Set Up Temporary Out-of-Office Messages

Even with the best preparation, people will still try to reach the office while you’re closed. That’s why it’s critical to have auto-responses set up well in advance.

For email, set up an automatic reply that clearly explains your holiday schedule, office closure dates, and provides resources for patients who need urgent help. You may use a similar approach for phone calls. For example:

Thank you for contacting [your practice]. We’re currently closed for the holidays and will reopen on [date]. If this is a medical emergency, please call [phone number].

Try setting up a voicemail that directs urgent calls to an on-call provider or another resource. If your practice doesn’t offer after-hours care, include instructions to find local urgent care options or other common inquiries.

These small things will help maintain patient trust and ensure they feel supported, even when your team is off the clock.

Why Should You Plan Ahead?

Taking time off during the holidays is a sure-fire way of testing the strength of the systems and the team you’ve built. A practice that can’t function smoothly without you or another key individual isn’t sustainable or scalable, and the holidays are a perfect opportunity to find out if your team and processes can handle the pressure!

Don’t wait until the last minute. A little preparation in advance to communicate closures, wrap up billing, and automate key tasks will go a long way towards a smooth holiday season. Take this opportunity to set expectations, stay organized, and empower your teams to manage independently.