How to properly prepare for your vacation as a healthcare professional

As a healthcare professional, you face significant challenges and responsibilities daily. Between consultations, emergencies, and administrative tasks, it’s crucial to take some time off to rest. Vacations aren’t a luxury—they’re a necessity for maintaining well-being and professional efficiency. However, preparing for time off can sometimes feel as stressful as your daily routine. How do you inform your patients, organize your schedule, and ensure everything runs smoothly in your absence? Here’s a little checklist to help you prepare for your vacation with ease.

Choosing the right time for your vacation

The start of the school year and the end of the year often see a spike in consultations. Ideally, avoid these busy periods and opt for times when your patients are less likely to need urgent care, such as mid-summer. However, family obligations can prevent this. In any case it is important to prepare well and inform your patients if you’re taking time off during these peak periods.

Preparing for vacation as a practitioner

The fear of forgetting something isn’t just limited to personal travel essentials—it extends to your medical practice too. Here’s a checklist of tasks to complete before you leave for vacation.

1. Inform your patients of your absence

Illness doesn’t take a vacation. To ensure your patients can receive care or schedule appointments upon your return, follow these 7 Essential Tips for Health Professionals to Communicate Vacation Plans. Use every communication channel available, from your website to your answering machine and social media!

2. Find a trustworthy substitute

If possible, arrange for a trusted colleague to cover for you. This allows your patients to book appointments if needed. If you’re in a practice with other professionals, they might handle urgent cases during your absence. For solo practitioners or independent therapists, consider using platforms like OneDoc or reaching out to your network to find a suitable replacement.

3. Enable online appointment booking

Let your patients book appointments for your return thanks to online booking! Extend your scheduling availability beyond your usual timeframe, allowing bookings up to eight weeks in advance. This helps manage the increased demand you’ll face after your break.

4. Take some time to handle administrative tasks

Before leaving, clear any pending administrative tasks. Settle ongoing invoices and update patient records. Automate administrative processes, like appointment booking, to avoid being overwhelmed upon your return.

5. Keep your synchronization active

Disconnecting during vacation is great—except for your server! If you use OneDoc with synchronization features, ensure your server remains active to keep appointment schedules up-to-date. If you don’t have a server, you can skip this step.

6. Update your voicemail message

When updating your voicemail to reflect your vacation, also mention online appointment booking. This allows patients to schedule their next visit while you’re away.

Enjoy your well-deserved vacation!

If there’s one piece of advice we can’t stress enough, it’s this: enjoy your holiday! With everything set up for a smooth break, take this well-deserved time to rest and recharge. Have a great vacation!