As the end of the year looms, November is a perfect month to dive into key tasks that will set your medical office up for a productive finish and an even better start to next year. With the holidays around the corner, it’s all about checking off high-impact items before things get even busier. Here are some essential areas to tackle this month.
1. Year-End Financial Review
Begin by reviewing your budget and financial reports. Are there any pending invoices or payments that need to be addressed? Now is also a good time to evaluate your office’s financial health and set any goals for next year. Look at expenses, check any tax-deductible purchases you might want to make before year-end, and make sure everything is up-to-date for tax season. A thorough review will help you identify areas where you can streamline or reallocate funds to get the most out of your budget in the months ahead.
2. Staff Scheduling for the Holidays
With the holidays approaching, you’ll likely need to adjust schedules and coordinate time off requests. Creating a clear, well-communicated holiday schedule in advance not only reduces stress but also ensures you’ll have adequate coverage to meet patient needs. A staff meeting or group email to go over holiday hours, protocols for on-call shifts, and the coverage plan can keep everyone on the same page and minimize any last-minute hiccups.
3. Check Inventory and Supplies
Take an inventory of all essential supplies and order items that might run low over the holiday season. From medical supplies to office essentials like paper and toner, making sure you have enough stock through December will prevent any unexpected shortages. This is also a great time to negotiate any bulk discounts with suppliers if you anticipate large orders.
4. Patient Outreach and Engagement
November is a great time to engage with patients, reminding them about end-of-year appointments and procedures they may need to schedule. Insurance benefits often reset in January, so many patients will appreciate a gentle reminder to make the most of their benefits while they can. Outreach can be as simple as sending emails, posting reminders on social media, or even making a few friendly phone calls.
5. Prep for 2025 Strategic Planning
Start planning for the coming year by evaluating what went well this year and where you could improve. Involve your team by gathering feedback on what they think should be added or adjusted. Begin drafting a strategic plan with input from key staff members, setting goals for patient care, process improvements, and staff development.
6. Catch Up on Training and Certifications
With a slightly slower pace before December, now is a good time to make sure everyone’s certifications are up-to-date. This could mean scheduling CPR refresher courses, HIPAA compliance training, or software proficiency workshops. If there’s budget left, consider investing in some professional development for your team—they’ll appreciate the opportunity, and it could boost morale and skill sets going into the new year.
7. Office Maintenance and Organization
Finally, take a look at your physical space. Could your waiting room use some sprucing up? Are there any repairs or updates that should be scheduled before winter? A little maintenance can make a big difference in the look and feel of your office, creating a welcoming space for patients and an organized, functional area for staff. A mini “fall cleaning” will help keep everything in order for the busy months to come.
With these tasks in your November plan, you’re well on your way to ending the year on a high note. Taking time to address these areas now means less to worry about in December and more time to focus on providing exceptional care for your patients and a balanced schedule for your team.