A Practice Owner’s Festive Season Checklist
16 Dec 2025
Planning, communication, and preparation tips from Dr Rob Hosking
December is here, and the end-of-year rush is in full swing. For practice owners, it’s a busy time, with staff taking leave, patient schedules changing, and systems needing attention. A bit of forward planning now can ensure smooth operations and a well-deserved break over the holiday season.
Here’s what to keep on your radar.
Managing Leave and Staff Coverage
If you run a practice, you’ve likely already considered staffing needs across December and January. Planning leave, arranging coverage, and scheduling locums are essential steps.
For incoming locums, make sure they receive a proper induction covering practice policies, procedures, and clinical handover. All staff on duty during this period should be aware of key contacts and the steps to take in emergencies or crises.
Keeping Patients Informed
Communication with patients is critical when hours or services change. Update your email auto-replies, voicemail messages, website, and online booking platforms like HotDoc, HealthEngine, or Automed. Test these systems to ensure they work correctly.
Signage at your practice and social media posts can further keep patients informed. Provide clear instructions on who to contact for urgent medical needs during closures or reduced hours. Besides the triple-zero emergency number, consider including contacts for medical deputising services, virtual emergency departments (where available), telephone counselling, or nearby hospitals.
Securing Physical Assets
If your practice will be closed for an extended period, check that the premises are secure, with alarms and restricted access for authorised personnel only. Cold-chain procedures should be maintained so medications and vaccines remain safe for use when you return.
Backing Up Digital Assets
Don’t forget your digital resources. Ensure essential practice data is backed up offsite, with clear instructions on how to restore it if necessary. Turn off or shut down non-essential devices like monitors to reduce energy use and minimise risks.
Protecting Against Cyber Threats
The festive season is prime time for cybercrime, including phishing and ransomware attacks. Remind staff to stay vigilant and treat suspicious emails carefully. If an incident occurs, the RACGP’s guide, How to respond to a cybersecurity incident, is an excellent resource.
Just as the best Christmas puddings need time to prepare, a little planning now will ensure your practice runs smoothly and your team can truly enjoy a stress-free holiday.
News Source: RACGP
