Year-End Planning Checklist for Medical Practices

✔ Year-End Scheduling and Deductibles

As the year winds down, many patients will want to complete surgeries, procedures, orthotics and other covered services before their deductibles reset. That can create a rush of scheduling requests and unrealistic expectations if you don’t communicate early.

Set clear expectations with patients about timelines, prior authorizations, custom orders and anything else that could push a service into January. A patient may assume something will be covered because they met their deductible this year, only to learn that their custom orthotics won’t be dispensed until January after the deductible resets. The same thing can happen when a surgery is delayed because a prior authorization is still sitting with the payer.

You can’t control every delay, but you can prepare patients for the possibility and document those conversations early. Clear communication now can prevent a lot of frustration later.

✔ 2027 Budget Planning

Start building next year’s budget while you still have time to make thoughtful decisions. Review this year’s revenue, expenses, staffing costs, benefits, technology, marketing, equipment needs and expected increases. Look at where the money actually went, not just where you thought it would go.

✔ Tax Planning and Equipment Purchases

If your practice has a healthy cash reserve and you’re considering new equipment, technology or other significant purchases, now is the time to talk with your accountant. Review any year-end tax planning opportunities before you spend the money so you can make informed decisions about timing, depreciation and whether a planned purchase could also support your tax strategy.

✔ Holiday Staffing, Provider Schedules and Patient Communication

Review the full holiday season, not just Thanksgiving and Christmas. Ask your team about planned time off, religious observances, family commitments and other important dates. Confirm provider schedules, office closures and coverage plans early so you can avoid last-minute staffing problems.

While you’re at it, update your holiday hours everywhere patients may look for them and set up your telephone system holiday greetings now. A little preparation here prevents confusion later and helps your practice feel organized and intentional, even during the busiest weeks of the year.

✔ Build Your 2027 Schedule Now

Take a look at your EHR scheduling templates for 2027 before January appointments start filling up. Confirm provider schedules, procedure blocks, lunch periods, planned time off, holidays, administrative time and any changes to appointment lengths or new-patient availability.

Protect the time providers need for chart completion, inbox work, meetings, care coordination and other administrative responsibilities. If that time matters, build it into the template now instead of hoping there will be room for it later.

It’s much easier to fix the schedule now than to move a full day of patients later.

✔ Contracts and Auto-Renewals

Review your vendor agreements, software subscriptions, equipment leases and service contracts. Look specifically for automatic renewals and notice periods. You don’t want to discover in January that you’ve committed to another year of something you intended to cancel or renegotiate.

✔ MIPS and Quality Performance

Check your current MIPS performance and any other quality programs or payer measures that apply to your practice. Make sure required data is being captured correctly and identify anything that needs attention before the performance year closes.

✔ 2027 HR Requirements

Make a list of the employment and HR items that need to be updated for the new year, including required workplace posters. Order updated 2027 materials as they become available and review whether changes to policies, handbooks, benefits or employee forms will be needed.

✔ Year-End Inventory

If your practice carries medications, medical supplies, retail products, durable medical equipment or other inventory, decide when and how you’ll complete your year-end count. This is also a great time to purge expired items, identify products that are close to expiration, clean up storage areas and make sure supplies are organized and properly rotated. Put the inventory date on the calendar now and assign responsibility for it.

✔ Medical Records Cleanup and Scanning Projects

If your providers tend to be a little slower during parts of the holiday season, use that time intentionally. It can be a great opportunity to tackle medical record scanning, chart cleanup, archiving or record destruction projects that have been sitting on the back burner. Make sure any records being destroyed are handled according to your retention policy and applicable state and federal requirements.

✔ Year-End Celebration and Team Appreciation

If you’re planning a holiday party, luncheon, bonuses, gifts or another form of team recognition, get it on the calendar and into the budget. Think about ways to make the celebration welcoming for your whole team.

✔ Community and Charitable Activities

The end of the year is a great time for your practice to participate in the community. Food drives, toy collections, coat drives, local charities and other seasonal service projects can give your team something meaningful to rally around while strengthening your connection to the community you serve.

✔ Schedule Your 2027 Planning Time

This one may be the most important.

Block time on the calendar now to step away from daily operations and decide what you want 2027 to look like.

Use that time to set clear goals for revenue, patient growth, staffing, leadership development, patient experience and profitability. Then identify the changes, priorities and investments that will be needed to get there.

Don’t wait until January 4th to start thinking about the year ahead.