Out of office, out of care: How vacation season disrupts healthcare

Vacation season brings more than just crowded airports and out-of-office replies. It also creates ripple effects across the healthcare system. These ripple effects touch on continuity of care, patient trust and the efficiency of practice operations — areas where scheduling workflows, communication tools and digital patient engagement strategies can make the difference between disruption and seamless support.

Tebra surveyed both patients and providers to uncover how travel-related disruptions impact appointment scheduling, care continuity, and workplace wellness. The findings reveal what gets lost when everyone's trying to take a break at once and how private practices can help close those seasonal gaps.

Seasonal gaps in care often highlight the importance of backup coverage, interoperability of medical records and proactive communication with patients. Without these systems, patients may delay essential treatment or feel abandoned in moments of need.

When doctors are away, many patients pause care instead of seeking help elsewhere. Out-of-office replies may be routine, but for patients, they can signal a gap in support.

Private practices can maintain continuity by setting clear expectations during provider time off. Automated responses, backup care plans, and transparent communication all help patients feel cared for even when their usual doctor is unavailable.

Missed appointments, delayed treatments and uncertainty about follow-up all contribute to fragmented care, which research shows can increase costs and reduce patient satisfaction. Practices that offer telehealth, flexible scheduling and digital intake options are better equipped to keep patients engaged.

A provider's PTO can bring patient care to a halt. Many choose to wait rather than reschedule, unsure whether anyone else can help in the meantime.

To keep care moving, private practices can build workflows that connect patients with alternate support. Digital tools and proactive messaging help reduce confusion and keep care accessible when providers are away.

Even when time off is available, many medical providers struggle to take it. Any tension between provider well-being and patient expectations underscores the need for balanced workflows — ones that use automation to triage routine requests and clarify which issues require immediate clinical attention. Concerns about workload, inadequate support, and guilt around stepping away make it hard to fully disconnect, even when they need rest the most.

For private practices, these insights highlight the need to support providers both culturally and operationally. While digital tools like patient portals offer convenience and continuity for patients, they can also blur boundaries for providers.

Practices can ease this burden by setting clearer expectations for portal communication during PTO and using built-in automation features to triage or delay non-urgent messages. With the right systems in place, providers can take time off without compromising care or their own well-being.

Vacations highlight not only staffing shortages but also the limitations of traditional healthcare scheduling systems. Without integrated communication and coverage planning, providers face constant interruptions — even outside the clinic.

Time off is essential for provider well-being, but many clinicians struggle to take full advantage of it. From patient outreach to staffing gaps, time away from the office often comes with strings attached.

Private practices can help make provider time off more effective by strengthening internal support and communication workflows. Features like auto-responders, clear backup coverage, and EHR-integrated scheduling tools help reduce the pressure to stay connected during PTO. When teams and systems work together, providers can take real time off and come back ready to deliver better care.

For independent practices, balancing provider wellness with patient access requires thoughtful use of digital health tools — from auto-responses and online scheduling to EHR-integrated patient portals that maintain communication during absences.

When doctors take time off, it's necessary and well-deserved. But for many patients, even a short absence can feel like an interruption to their care.

These reactions offer a reminder to private practices: communication matters. Proactive messaging, digital touchpoints, and team-based care can help patients feel supported and engaged at every step.

With the right technology, private practices don't need to choose between provider wellness and patient satisfaction. An all-in-one solution like Tebra EHR+ makes it easier to manage time off while staying connected. With built-in automation, transparent pricing, and integrated reputation tools, Tebra helps practices reduce administrative burden and deliver consistent, high-quality care even when someone's out of office.

Tebra surveyed 301 providers, ages 22–73; 28% were men, 71% women, and 1% identified as non-binary. As for occupations, 6% were physician assistants, 7% were nurse practitioners, 9% were physicians (MD or DO), 31% were registered nurses, and 48% held other job titles.

Tebra also surveyed 517 patients, ages 18–81; 50% were men, and 50% were women. As for insurance coverage, 2% were insured through the VA, 4% were uninsured, 11% were insured through Medicare, 15% through Medicaid, and 67% had private insurance.

Findings provide a snapshot of how both patients and providers experience scheduling disruptions, offering insights into the broader challenges of healthcare access, staffing, and practice management during seasonal fluctuations.

Tebra, headquartered in Southern California, empowers independent healthcare practices with cutting-edge AI and automation to drive growth, streamline care, and boost efficiency. Our all-in-one EHR and billing platform delivers everything you need to attract and engage your patients, including online scheduling, reputation management, and digital communications.

Inspired by "vertebrae," our name embodies our mission to be the backbone of healthcare success. With over 165,000 providers and 190 million patient records, Tebra is redefining healthcare through innovation and a commitment to customer success. We're not just optimizing operations — we're ensuring private practices thrive.

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