Holiday Prep: Organizing Your Practice For This Season

The holidays are often a slow time for physical therapy practices, as patients may believe they're too busy to prioritize their health. However, this presents a unique opportunity to proactively reach out to your patient base and encourage them to prioritize their well-being, especially during a time of stress and potential injury.

By implementing a strategic approach, you can not only maintain a steady flow of patients but also position your practice as the go-to destination for those experiencing pain or discomfort. Let's explore actionable steps to ensure your practice not only survives but thrives during this season.

1. Organizing Your Holiday Schedule

Here’s the deal: The last thing you want is patients scrambling to get appointments, staff feeling stretched too thin, and you not knowing who is coming in at any given time. So, planning ahead is essential. Consider extending hours for key dates, like the week before Christmas or New Year’s Eve, when patients tend to want to squeeze in one last appointment.

Smart scheduling tools can make a huge difference here. Whether you're using a digital calendar or more robust scheduling software, ensure that your system is optimized to handle increased demand. A tool that allows easy rescheduling, patient reminders, and clear communication will save you time and headaches.

2. Staff Organization and Cross-Training

When the holiday season hits, your staff will likely need to be more flexible, too. Instead of making last-minute adjustments or scrambling to cover shifts, ensure you’ve got a holiday coverage plan that is as efficient as possible. This might mean cross-training staff for different roles.

Clear communication with your staff about expectations during the holidays is crucial. Let them know about your scheduling strategy, the flexibility you’ll need, and any specific shifts or days that require coverage. And be sure to keep morale high—staff are much more likely to help out during the holidays when they feel informed, appreciated, and involved in the planning.

3. Set Expectations Early for Your Patients

A big part of keeping your practice running smoothly during the holidays is preparing your patients in advance. The last thing you want is for a patient to show up on Christmas Eve expecting an appointment when you’re closed or on limited hours. Communication is key, and it starts early.

Start by sending holiday scheduling reminders well in advance—especially for appointments around key holiday dates. Remind patients about the hours you’ll be open, and encourage them to book early. A great tactic is to send out a friendly email or SMS campaign a few weeks ahead of time to let them know about your special hours, closures, or any changes. This keeps expectations clear and helps prevent any last-minute confusion or disappointments.

4. Managing Holiday Inventory

The holiday season can be unpredictable when it comes to demand for supplies. No one wants to run out of bandages, ice packs, or any other essential inventory when patient volume is at its peak. To avoid panic during the holidays, be proactive about your inventory management.

Start by reviewing past records to understand which supplies tend to be used most frequently during peak times, then stock up on those items in advance. By forecasting demand based on historical trends, you’ll avoid the nightmare of last-minute supply shortages. Additionally, make sure your team knows exactly how to track inventory levels and reorder supplies when necessary. If you’re short on any key supplies, make sure you’ve got a system to get them shipped quickly.

5. Handling Attempted Cancellations

Train your front desk staff to handle attempted cancellation calls with empathy and firmness. Remind them that your clinic is often the best place for a patient in pain. Encourage them to gently persuade patients to reconsider, highlighting the potential benefits of continued therapy, especially during a stressful time like the holidays.

6. Keep It Festive!

Last but certainly not least, don't forget to bring a little holiday cheer into your practice. This can mean anything from small celebrations for your staff to offering special deals or promotions for your patients. Not every patient or team member celebrates the same way, but a little thoughtfulness can go a long way in spreading holiday spirit.

Maybe it’s a small staff luncheon, a holiday card for every patient, or a year-end celebration to thank your team for their hard work. These little touches make a big difference when it comes to maintaining morale and loyalty. After all, happy staff means happy patients, and that creates a positive feedback loop that will last long after the holiday decorations come down.

Be Ready, Be Flexible, and Enjoy the Season

The holidays don’t have to be a stressful time for your physical therapy practice. With a little planning, preparation, and flexibility, you can ensure that your practice runs smoothly during the busiest time of year. Get your schedule, staff, inventory, and communications in order early, and make sure you take time to appreciate your team and patients throughout the season.