The holidays are hectic enough without tech hiccups making them worse. Patients are trying to fit in last-minute cleanings or finish up treatment plans before their insurance renews, your front desk is juggling time-off requests, and your team is doing their best to finish strong before year-end. The last thing your Salt Lake City dental practice needs is to frustrate patients (or staff) with avoidable tech mistakes.
Consider this your practice's "Holiday Tech Manners Guide" – because no one wants to be the office that causes more stress during an already stressful time.
Update Your Online Hours (Before Patients Show Up To A Locked Door)
Picture this: A patient races across town during their lunch break, convinced you’re open because your Google listing says so – only to find the lights off and the door locked. That’s a surefire way to lose trust (and potentially a patient).
What to update:
- Your Google Business Profile (this is the most visible)
- Your website banner or homepage
- Facebook, Yelp, and Instagram if you list hours
- Apple Maps (yes, people use it)
Sample message:
“Happy Holidays from our team at [Practice Name]! We’ll be closed from Thursday, Dec. 24 to Sunday, Dec. 27 to enjoy time with our families. Back in the office Monday morning, ready to help you finish the year with a smile.”
Set Friendly Out-Of-Office Replies (That Feel Human)
If your dentist, hygienist, or office manager is out of the office, make sure patients, labs, and vendors aren’t left wondering when they’ll hear back. A professional yet warm out-of-office message goes a long way.
Sample out-of-office reply:
“Thanks for reaching out to [Practice Name]! Our team is out of the office for the holidays from Dec. 24 to Dec. 27. We’ll respond to your message as soon as we return. For urgent needs, please call our main line at (801) XXX-XXXX. Wishing you a joyful holiday season!”
Don’t Overshare In Your Auto-Reply (Keep It Professional)
Patients don’t need to know your office manager is snowboarding at Brighton or that your dental assistant is out of town visiting family in St. George. Keep your out-of-office responses clear, simple, and secure.
Too much detail isn’t just unnecessary—it can be a security risk if hackers know your practice is unattended. Stick to basics: dates, return time, and who to contact in case of an emergency.
Check Your Phone Systems (Before They Check Your Patience)
Holiday callers are short on time. Make sure your voicemail greeting is up to date with actual holiday hours. If your message says you're open but your phones ring to voicemail, you risk frustrating loyal patients.
Pro tip: Call your own practice after-hours. You might be surprised what message is still playing.
Sample voicemail:
“Thanks for calling [Practice Name]. We’re closed for the holiday weekend and will reopen Monday at 8:00 AM. Please leave a message and we’ll return your call as soon as we’re back. For emergencies, contact our on-call line at (801) XXX-XXXX. Happy Holidays!”
Communicate End-Of-Year Insurance & Treatment Deadlines
If you're encouraging patients to use their dental benefits before they expire, make sure your emails and website are clear about scheduling deadlines. Don’t let tech fumbles lead to confusion or missed opportunities.
A friendly website pop-up or social media reminder can reduce call volume and ensure patients take action in time.
Why it matters: Poor communication equals missed production. Clear tech equals a smooth December.
The Bottom Line: Holiday Tech Etiquette Builds Patient Trust
Managed IT services for Salt Lake City dental practices aren’t just about HIPAA compliance and cybersecurity (though that matters, too). They’re about creating a seamless patient experience—especially when people are already stretched thin.
Good tech etiquette shows patients you value their time, understand their urgency, and care about clear communication.
Simple steps like updating your hours and testing your voicemail could be the difference between a 5-star Google review and a lost patient.
Want help making sure your systems, phones, and patient-facing tech stay on point during the holidays?
At Qual IT, we specialize in IT support for Salt Lake City dental practices. We handle the tech so you can focus on patient care—without the holiday stress.
Click here to book your free network assessment
Because the best gift you can give your dental practice this holiday season is smooth systems, protected data, and patients who feel taken care of.
