The holiday season in healthcare is already high-pressure. Patients are rushing to schedule appointments before the deductible resets, staff are covering for each other, and everyone’s trying to wrap up the year without dropping the ball.
The last thing your Salt Lake City medical practice needs? Preventable tech slip-ups that frustrate patients or leave them feeling ignored.
Think of this as your clinic’s "Holiday IT Manners Guide" — because no one wants to be the office that causes a missed appointment or an unanswered medication refill request.
Update Your Online Hours (Before Patients Drive Across Town)
Picture it: A patient drives 20 minutes across Salt Lake to pick up paperwork or get a flu shot — only to find the doors locked. Your Google listing still says you're open.
Frustration like that doesn’t just waste time. It erodes trust.
What to update:
- Your Google Business Profile (highest visibility)
- Facebook, Instagram, and any insurance directory listings
- A banner on your website with modified holiday hours
- Your patient portal announcement section
Sample message: "Happy Holidays from Midtown Family Health! We’ll be closed Dec. 24–26 and Dec. 31–Jan. 1. Our team will be back on Jan. 2, rested and ready to support you."
Set Friendly Out-Of-Office Replies (That Reassure, Not Repel)
If your physicians or office manager are taking time off, don’t leave patients in email limbo. A warm, professional auto-reply can make all the difference.
Sample out-of-office message:
"Thanks for reaching out to our clinic. We’re currently closed for the holidays and will return on Jan. 2. If you need immediate assistance, please call our main line at (801) XXX-XXXX. Wishing you a safe and healthy holiday season."
Keep It Professional (No Oversharing in Your Auto-Replies)
Avoid giving personal details in your away messages. Patients don’t need to know you’re skiing in Alta or hosting 30 people for dinner.
Why it matters: Oversharing isn’t just unprofessional — it can also be a cybersecurity risk. Keep it short, relevant, and clear.
Test Your Phone System (Before Patients Do)
If a patient calls to reschedule an appointment or get a prescription refill, an outdated voicemail can cause serious confusion.
Call your own clinic. Listen to the voicemail message. Make sure:
- The message matches your real hours
- Holiday closures are clearly stated
- Patients know who to contact in case of urgent issues
Sample voicemail:
"Thanks for calling Foothill Family Practice. We’re closed from Dec. 24 to Jan. 1. If you need immediate assistance, press 1 to reach our on-call provider. Otherwise, please leave a message and we’ll return your call on Jan. 2."
Clarify Refill & Prior Authorization Deadlines (Before It’s Too Late)
End-of-year medication requests and insurance authorizations often spike before the holidays. Make sure your practice communicates deadlines clearly.
Post signage in-office, send a portal message, or include it in your on-hold message:
- "Please submit medication refill requests by Dec. 20 to ensure timely processing."
- "Prior authorization requests received after Dec. 21 may be processed the week of Jan. 2."
The Bottom Line: IT Support for Salt Lake City Medical Practices Should Build Trust
Managed IT services for clinics aren't just about cybersecurity and EMR support. It’s about creating smooth, stress-free experiences — especially when patients are already juggling their own end-of-year chaos.
These small details — updated hours, courteous auto-replies, and tested voicemails — show patients your clinic is organized, professional, and prepared.
Because good tech etiquette isn't fluff. It's part of good patient care.
Want to make sure your systems, phones, and workflows are ready for the holiday season? Click here to book your free network assessment.
Because peace of mind is the best gift you can give your patients — and your staff — this holiday season.
