Doctor’s offices may close for extended days many times throughout the year. You deserve time off, just like everyone else, around the holidays. That doesn’t mean you are not needed in your office, though.
It can leave you feeling stuck between caring for your patients and taking that needed time off. Just cause your doors are closed doesn’t mean people stop getting sick or needing your services. It is a vital part of the running of your medical practice to have an emergency plan in place.
Examples of Emergency Patient Treatment Plans
You can put plans into place to help you take care of these kinds of situations. These plans will help you better assist your patients during closures, giving them vital information to get them by until you open your doors again. Here are some examples of some of the plans that you should have.
1. Have Someone Designated To Answer Phones
You should have staff members on a rotation to answer phones. That way, they are of service to your patients and can help them work through their emergencies. If you have staff members rotate, one person is not responsible for phones the entire holiday. Also, they can decide if they can wait till you open back up and schedule them for one of the days you have allotted.
2. Block Out Time For Urgent Appointments
You should plan and expect to have some people eager to get in as soon as you reopen the doors. Ensuring you have set aside availability in your schedule would be beneficial. This is a place to get in those people with urgent needs without putting them far out on the schedule.
3. Set Up A Voicemail Or Send Out Emails
Communicating with your patients about closures is very important. You can get the message out to everyone in a few ways. You can set up a voicemail with information on it for them to follow. You can also email all your patients with detailed information in it.
The voicemail you set up should have specific instructions for them to follow. They could have to hang up and call another number or press a button to connect to someone. Some helpful information to include would be:
- State Exact Dates For Closure
- State The Day, Time, and Date That You Will Reopen
- Explain How To Get In Touch With A Nurse If Needed
- Instruct Them To Call 911 For Emergencies
- Tell Them To The Hospital For Immediately Concerns
- Provide An Email Address They Can Send Concerns or Questions To
4. Communicate With Patients
When patients call to make appointments, let them know the holiday hours. That way, they can better prepare and schedule appointments. You can also inform patients of closures as they are leaving their appointments.
This gives them a warning about the holiday hours. That way, they can call before you close if they have any questions about medication. Tell them they will receive an email about what to do in an emergency or if they have any concerns.
Have a Backup Doctor on Call
If your practice has multiple practitioners, schedule a rotation for on-call coverage. This way, patients with urgent needs can still get care. If you’re a solo practitioner, partner with a nearby clinic to cover for each other. A backup plan gives you peace of mind and ensures patients aren’t left without help.
Telehealth Options
Telehealth can bridge the gap while your office is closed. Patients with non-urgent concerns can book a quick virtual visit instead of waiting. You can help with minor illnesses, prescription refills, or general advice. This keeps patients from seeking unnecessary emergency care and reassures them.
Emergency Contact Cards
Hand out emergency contact cards before your office closes. Include after-hours numbers, urgent care centers, and local hospitals. Patients can keep this in their wallets for quick access. This is especially useful for elderly patients who may not check emails or social media.
Social Media Updates
Use social media to keep patients informed. Post your holiday hours, emergency contacts, and urgent care options. Pin this information to the top of your page so it’s easy to find. Reminders in the days before closing can prevent confusion.
Automated Text Reminders
Send automated text messages before closing. A message a few days before and another the day before helps patients plan. Include links to your website or emergency contacts. Texts are a simple way to keep everyone informed.
Partner with a Local Urgent Care Center
Team up with a local urgent care center. Patients will have a reliable place to go when you’re closed. Ensure the urgent care staff has your practice’s details for smooth communication. Patients will appreciate knowing they have another option.
Provide Online Resources
Add a resource section to your website. Include FAQs, advice on common illnesses, and links to trusted health sites. This helps patients decide if they need immediate care or can wait. Having reliable information in one place makes it easy for them.
Prepare Prescription Refills in Advance
Remind patients to check their medication before the holidays and encourage them to request refills early to avoid running out. Some pharmacies have limited hours, so planning prevents stress. This simple step can save a lot of trouble.
Schedule Follow-Up Appointments Early
Book follow-ups before the holiday rush. This is important for patients with ongoing treatments. It prevents long wait times when you reopen, and patients will appreciate knowing they have a spot reserved.
Reinforce Emergency Protocols with Staff
Review emergency procedures with your team. Assign staff to check messages, return calls, and handle urgent concerns. A clear plan keeps everything running smoothly. Patients will feel cared for, even when your office is closed.
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