Mid-Summer Staffing Fixes That Work

July marks the heart of summer – a time when many mental health and ABA practices are already feeling the impact of vacation season, shifting schedules, and the unique HR challenges that come with warmer months. If your practice didn’t implement proactive summer HR strategies earlier, don’t panic. It’s not too late to make meaningful adjustments that can save your season.

Even better, the lessons you learn now can set you up for a smoother, more successful winter holiday period.

Regain Control: Mid Summer PTO Management

Does this sound familiar? You’re dealing with overlapping or last-minute PTO requests, struggling with gaps in client coverage and watching stress levels rise among your remaining staff. The good news is you can still turn this around.

Revisit and Communicate PTO Policies Send a mid-summer reminder outlining how remaining PTO requests will be handled. Be clear about your process moving forward. Consider implementing a temporary “blackout” period for critical weeks, or establish a cap on simultaneous absences. The key is transparency—your team needs to understand the reasoning behind these decisions.

Prioritize Coverage for Essential Services Not every client appointment or role carries the same weight. Identify your must-cover services and adjust schedules accordingly. Implement a buddy system so team members can support each other’s caseloads when needed. This approach reduces the burden on management while ensuring continuity of care.

Encourage Advance Planning for the Rest of Summer Set a new, clear deadline for any additional summer PTO requests. When your team knows what to expect, they can plan accordingly. This simple step helps avoid the last-minute disruptions that create chaos for everyone.

Plug the Gaps: Staffing and Scheduling

If you’re feeling short-staffed or overwhelmed by scheduling demands, you have options beyond just “pushing through.”

Engage Per Diem or Temp Professionals Reach out to trusted agencies or local networks for temporary help, even if it’s just a few hours a week. These professionals can provide critical relief during peak vacation periods and help maintain service quality.

Cross-Train Quickly Identify essential tasks that multiple team members can handle. Provide “just-in-time” training for staff willing to step into new roles. This flexibility becomes invaluable when unexpected absences occur.

Leverage Technology If you’re still managing schedules manually, summer’s chaos might be the wake-up call you need. Scheduling software can automate shift swaps track coverage gaps, and reduce manual errors. The time investment upfront pays dividens in reduced stress and better coordination.

Setting Up for Winter Holiday Success

Here’s something many new practice owners overlook: the challenges you’re navigating now offer valuable insights for preparing for the winter holiday season. December brings even more complex scheduling and staffing needs, but you can get ahead of those challenges starting today.

Document What’s Working (and What Isn’t) Keep notes on current pain points, successful adjustments and staff feedback. This will inform your winter planning.

Start Winter PTO Planning Early As soon as summer winds down, communicate PTO accrual balances and request deadlines and expectations for winter holiday time-off requests.

Review and Update Policies Use the quieter late summer period to revise PTO and flexible work policies. Involve staff in the process for better buy-in.

Build Relationships with Temp Staff Now Maintain those connections for quick access during winter surges.

Invest in Scheduling Tools If manual processes caused headaches this summer, research and implement scheduling software before winter.

Summer staffing challenges don’t have to become summer staffing disasters. With strategic mid-course corrections, you can stabilize your current situation while building a foundation for long-term success.

Remember, your team chose behavioral healthcare because they care about helping others. When you create systems that support their needs alongside your clients’ care requirements, everyone benefits. The practices that handle seasonal transitions smoothly and plan ahead adjust quickly to ensure staff have adequate time-off without impacting client service.