Preparing for the Holiday Rush: A Guide for Pediatric Practices

The holiday season is a joyous time for many, but for pediatric practices, it can also be a hectic period. With increased pediatric patient volume, scheduling challenges, and potential staffing shortages, preparing for the holiday rush is crucial.

By implementing effective strategies, pediatric practices can navigate the holiday rush, ensure optimal patient care, and maintain operational efficiency.

Understanding the Holiday Rush

Increased Patient Volume

The holiday season often brings a surge in pediatric patient visits. Seasonal illnesses like colds, flu, and RSV, coupled with increased accident rates during holiday activities, contribute to higher patient volumes. With kids out of school and parents taking time off, there are also some seasonal well visit surges.

Scheduling Challenges

Accommodating increased patient volume while maintaining efficient scheduling can be a significant challenge. Balancing urgent care needs with routine check-ups requires careful planning and coordination.

Staffing Shortages

The holiday season can exacerbate staffing shortages due to increased sick leave, vacation time, and unexpected absences. This can impact the practice’s ability to provide timely and quality care to pediatric patients.

Strategies for Effective Preparation

Proactive Planning

Create a Detailed Plan:. Your usual schedule in your EMR should be carefully reviewed so you can plan for managing patient volume, scheduling, and staffing.
Anticipate Peak Periods: Identify the busiest times of the year, such as the weeks leading up to major holidays, and allocate additional resources accordingly.
Communicate Effectively: Share the plan with the entire team to ensure everyone is aware of the expected increase in workload and their role in managing it.
Schedule a Review in January: To really get ahead of it for next year, schedule a team debrief to get ideas for next year while you still remember the challenges you faced.

Optimize Scheduling

Flexible Scheduling: Consider offering extended hours or weekend appointments to accommodate increased demand, especially for urgent care needs.
Efficient Scheduling: Talk with colleagues about how they best set their schedules to deal with the extra demands of this time of year.
Effective Communication: Communicate clearly with pediatric patients and their families about appointment times, potential delays, and any changes to the practice’s schedule.

Enhance Staff Management

Cross-Training: Train staff members to perform multiple tasks to increase flexibility and efficiency during busy periods. Make sure multiple people can verify insurance and check patients in and out. On the clinical side, be sure everyone is able to jump in where needed.
Temporary Staffing: Consider hiring temporary staff, such as medical assistants or nurse practitioners, to assist with the increased workload.
Employee Wellness: Prioritize employee well-being by offering incentives, flexible scheduling, and opportunities for stress relief.

Streamline Operations

Efficient Workflow: Take a look at the bottlenecks you see in your office today. Is there anything you can improve to minimize wait times or exam room use? Identify areas where automation or technology can be used to streamline processes.
Inventory Management: This time of year can bring shipping delays so make sure you have enough vaccines, and other essential items on hand to get through these visits.

Prepare Your Pediatric Practice Today

By implementing these strategies and leveraging the power of technology, pediatric practices can effectively navigate the holiday rush, provide optimal patient care, and maintain operational efficiency.

To learn more about how Altus Pediatric Billing can support your practice during the holiday season and beyond, contact us today.