Medical practice checklist: How to keep things running smoothly over the festive shutdown  

With staff on leave and an increase in patient demands, the end-of-year period can be one of the most challenging for general and specialist practices. 

This comprehensive medical practice checklist will help ensure your practice maintains quality care, manages operational risks and returns in the New Year with a smooth start. 

Effective leave management forms the foundation of your holiday preparedness plan. Here’s how to ensure you’re covered:

Align leave policies with shutdown periods 

Ensure your practice’s leave policy clearly sets out how annual leave is managed during your festive shutdown. 

Staff should be notified well in advance of any closure, and all leave entitlements must be managed in line with the Fair Work Act 2009 (Cth), the National Employment Standards and individual employment contracts.

Plan rosters early 

Confirm annual leave approvals and finalise rosters as early as possible to ensure you have adequate clinical and administrative coverage. This gives you time to identify and fill any staffing gaps. 

Cross-train staff 

Encourage staff to learn essential functions outside their usual roles. Where possible, train team members to perform tasks like appointment bookings, recalls and patient communications. 

Use locum support wisely 

If you’re bringing in locum staff, ensure they’re properly briefed on your policies, clinical protocols and patient systems. Clear induction helps them integrate quickly and maintain service quality. 

Communicate expectations 

Provide handover notes, escalation pathways for urgent issues and contact information for key team members. Clear communication helps reduce confusion and stress for those working through your shutdown. 

Engage a remote reception service 

An outsourced remote medical receptionist service can help your practice continue running smoothly when on-site staff are unavailable. Remote receptionists work off-site but operate just like in-house team members to answer calls, manage bookings and support patients. 

If you need short-term coverage during a shutdown, Avant Practice Solutions’ Remote Practice Support service can provide professional, Australia-based medical receptionists on a flexible, pay-as-you-go basis. 

Transparent communication about your holiday availability is critical for managing patient expectations and safety. Here’s what your medical practice checklist should include: 

Update patients proactively

Display clear notices in your practice and update your website, social media and phone messages with your holiday opening hours. Patients appreciate early, transparent communication. 

Adjust recall and reminder systems 

Pause or reschedule recalls and reminders so patients aren’t booked during your shutdown. For example, schedule recalls for preventive care or follow-up appointments after your reopening date. 

Provide emergency contacts 

Ensure patients have access to after-hours services, including deputising services, local emergency departments and nurse helplines. If possible, include this information in your voicemail and website updates. 

A temporary remote medical receptionist can be particularly useful during this time. They can answer calls, manage bookings and direct patients to appropriate services while your in-practice staff are on leave. 

Protecting your patients and practice over the shutdown requires diligence and clear documentation: 

Document closure decisions 

If your practice will be closed or operating on reduced hours, record the decision formally — noting key dates, reasons and coverage arrangements. 

Complete clinical handovers 

Before closing, ensure all test results, referrals and urgent follow-ups are actioned or appropriately delegated. This helps maintain continuity of care and avoids patient risk. 

Meet professional obligations 

Ensure all Ahpra, Medical Board and, if you’re a general practice, RACGP requirements are met in relation to safe delegation and continuity of care.  

Maintain thorough documentation 

Keep detailed records of the actions taken to safeguard patients during the closure period. This documentation may be important for medico-legal protection if any issues arise later. 

A key part of your medical practice checklist are operational checks that can prevent unnecessary complications and risk management issues when you’re not fully staffed: 

Check IT and phone systems 

Test phone diversions, voicemail, and telehealth platforms before closing to help ensure everything functions smoothly.  

Additionally, ensure critical software platforms like patient management systems are up-to-date and properly backed up. This will help prevent disruptions and ensure systems are ready to go when you reopen. 

Secure your premises 

Review security measures, including alarm systems, door locks and access codes. Ensure only authorised staff or contractors can access the premises during the break. 

Manage medications and vaccines 

Check medication and vaccine stocks, expiry dates and refrigeration requirements. Ensure your cold-chain management plan is maintained even during reduced operating hours. 

Planning your reopening helps your team return to full operations efficiently and calmly: 

Create a medical practice checklist for reopening  

A simple reopening checklist can help your team get back to normal quickly. Include tasks such as clearing inboxes, reviewing patient messages, checking vaccine fridge logs, cleaning the practice and updating systems. 

Schedule a team debrief 

Once operations resume, the final item on your medical practice checklist should be to hold a meeting to review any issues encountered over the shutdown period. This helps identify areas for improvement next year. 

If your practice faces staff shortages over the holidays, our Remote Practice Support Temporary Services can provide the flexible, short-term support you need. 

Our experienced, Australia-based medical receptionists can work as an extension of your team on a pay-as-you-go basis to help ensure patient calls don’t go unanswered and bookings continue to be managed.