Whether you’re heading off for a well-earned family vacation or attending a professional medical conference, taking time away from your practice is essential for rest and continued growth. However, even a few days of absence can impact the patient experience if communication isn’t properly managed. With a few proactive steps, you can maintain trust and continuity in your patient relationships—while still enjoying your time away.

Set Up an Out-of-Office Auto-Response

If you won’t be checking emails or voicemails regularly, set up auto-responses to let patients know when you’ll return and who they can contact in your absence. A well-written message sets expectations, provides reassurance, and can guide patients to immediate help if needed. For top patients or urgent cases, you may want to personalize your response or send a direct message before stepping away.

Check Messages Periodically (If You Can)

Completely unplugging has its benefits—but checking in once or twice a day can go a long way in maintaining peace of mind for both you and your patients. A quick scan of messages in the morning or evening helps catch any pressing issues. For international travel, apps like WhatsApp can allow for brief updates or replies over Wi-Fi without incurring extra costs.

Lean on Your Team

If you’re unable to monitor messages yourself, delegate communication duties to trusted staff. Make sure patients know who to contact for scheduling, prescription refills, or clinical questions while you’re away. Empower your team to handle common requests and triage more urgent needs based on established protocols, so they’re not reliant on your direct input for every situation.

Use a Medical Answering Service

If your practice has limited staff coverage, a professional medical answering service like Apello can provide 24/7 support. Apello’s trained agents understand the sensitivity and urgency of healthcare communication. They can field appointment requests, direct calls appropriately, and ensure your patients are never left hanging. With access to key info—like common call types, office hours, and escalation procedures—Apello acts as a seamless extension of your practice while you’re away.

Notify Key Patients in Advance

For patients undergoing ongoing treatment or those with upcoming appointments, reach out personally to let them know about your time away. Reassure them that your team—or your answering service—has their needs covered. This kind of proactive communication strengthens trust and shows that your commitment to their care doesn’t take time off.

Schedule Content Ahead of Time

If your practice regularly shares content via email newsletters or social media, plan and schedule posts ahead of time to keep your community engaged. Tools like Hootsuite or your EMR’s patient messaging system can help automate this, so your outreach remains consistent even while you’re offline.

Update Voicemail Greetings

Don’t forget to update your voicemail message to reflect your absence. If you’re away for a short trip, simply mention there may be a delay in responding. For longer absences, include the dates you’ll be gone and contact info for urgent matters. Personalized greetings with return dates and backup contact details go a long way in managing expectations and showing that patient care is still top of mind.

Conclusion

Taking time off as a healthcare provider is necessary—but it doesn’t have to mean disconnecting from your patients completely. With a little preparation, you can ensure continuity of care, keep patients informed, and give yourself the space to recharge. Whether it’s a trusted colleague covering your messages or a professional service like Apello providing round-the-clock call handling, you can step away with confidence—knowing your practice is in good hands and your patients feel supported even in your absence.