‘Tis the season for chronic colds, unpredictable winter weather, unexpected call outs and overwhelmed parents.  Whether it’s a provider home sick or a parent juggling a feverish toddler, practices are often left scrambling to keep up with patient needs while keeping schedules on track.  

Although the holidays are an exciting time for connection, pediatric and family medicine groups often find themselves braving the cold—both the temperatures and the surge of sick visits, staff absences and unpredictable weather. But with the right tools, your practice can stay one step ahead. 

Here are five ways to leverage technology to keep care moving, no matter what winter throws your way. 

1. Use AI to keep patient care moving—no matter how busy your phones get. When call volumes spike and phone coverage drops, AI-powered call management keeps your practice connected. It answers every call 24/7 and automatically handles scheduling and refill requests, helping you to resolve patient needs in minutes with zero hold time. That means no scrambling to reassign phone duties, no long waits for patients and more time for your team to focus on care, even when staff need to call off.  
2. Encourage patient self-scheduling using set standard sick hours. Daycare/school germs are the gifts that keep on giving. Save your staff and families time by opening your schedule up for daily sick hours. Offer self-scheduling and make booking an appointment as easy as ordering takeout. This adds convenience and ease for patients and can help them avoid a visit to urgent care.  
3. Leverage automation to fill canceled appointments or provider schedule changes. Winter months mean more canceled appointments and last-minute staff absences. A smart waitlist tool can automatically fill open slots, helping you recapture lost revenue and maintain continuity of care without extra staff effort.
4. Create a severe weather plan that automates rescheduling appointments. When the forecast turns, be ready. Use automated communication templates to notify patients quickly of closures or schedule changes, and make it easy for them to reschedule once you reopen. A smart waitlist can even offer new appointment times automatically—so you can focus on keeping your team safe while your systems keep your schedule full. 
5. Prevent no-shows with appointment reminders and easy rescheduling. Between holiday parties, school events, and flu season, it’s easy for appointments to slip through the cracks. Automated reminders take the burden off staff and give families time to confirm or reschedule in advance. Reach patients via their preferred channel—email, text or automated voice call—to ensure fewer no-shows and smoother schedules. 

Brave the cold season with confidence. 
By simplifying scheduling, automating communication and using AI to handle every call, your practice can stay warm in the face of winter’s chaos. In return, you’ll get loyal, engaged families, and a staff that can focus on what matters most: providing the best possible care.