Behind the scenes of planning for Bank Holidays

Scenario

Most people look forward to Bank Holidays for the extra day off. In my role working for the NHS, I need to plan ahead; making sure staff and patients are aware of any changes in routine.

The problem

• Bank holidays can disrupt normal service patterns.

• Key systems, forms and processes need adjustments ahead of time.

• Without clear communication, we risk confusion for both staff and patients.

Bank holiday planning

To avoid any confusions, I developed a bank holiday workflow that starts ahead of the date, so nothing is left to chance.

Planning timeline and workflow

2-3 weeks before

• Check appointment system: Download a report of all appointments booked on that day. Contact all clinical staff who have booked appointments by email to inform there is no admin cover and remind them it is bank holiday – this gives them time to reorganise any appointments.

• Check appointments on the patient system: Block off all appointments of the patient system calendar so no appointments are booked.

1 week before

• Communications team: Liaise with the communications team to remind them to add a bank holiday alert of the website informing of necessary updates to patients.

• Communication with IT team: Liaise with IT team to remind them to update the opening times on the phone call system

• Amend registration form opening time: Ensure that the opening times on the registration forms are amended accordingly.

Day before

• Final checks: Check that all actions have been completed.

The result

• No last-minute scrambles.

• Bank holidays are smooth transitions.

• Staff and patient are aware of what to expect and the revised opening times.