When doctors take time off, it affects patients in surprising ways. A new study from Tebra highlights how doctors’ vacations as well as holiday time off affect patients more than most realize. The survey of US patients and providers shows a surprising pattern: When providers are out, care often stops.

The analysis revealed these key takeaways:

Patients are experiencing care delays due to doctor vacations. The study revealed that close to half (49%) of the patients seeking care experienced delays or cancellations because their doctor or specialist was on vacation.

“When a provider’s time off causes appointment delays or cancellations, patients can easily feel a lack of support or unsure where to turn,” said Leanna Coy, an Oregon-based certified family nurse practitioner and virtual provider with Midi Health who specializes in women’s health and family medicine. To improve that experience, practices should inform patients of upcoming absences in advance. “Offices should also set up automated out-of-office messages and ensure backup coverage is clearly defined within the team,” Coy said. Having another qualified clinician available and making sure patients know how to reach them helps maintain care continuity and reinforces that their needs remain a priority, even when their usual care provider is away, she said.

Patient vacations also affect care. The study showed that 42% of Americans have struggled to schedule or attend medical appointments due to their own travel. Many patients find it challenging to fit medical appointments in around holidays due to busy travel schedules. Providers can help by offering flexible scheduling options, online rescheduling, and, in some cases, telehealth visits, said Coy. These tools allow patients to stay connected to care. “I say some cases for telehealth visits because not all states allow providers to see patients virtually if they are not licensed in that state, even if the patient is just there temporarily,” she said.

Patients changed their own travel plans due to care issues. The study also indicated that 16% have postponed or canceled a trip because they could not get medical care in time. “When patients have to delay or cancel travel plans because they can’t get an appointment, it underscores the importance of timely access to care,” said Coy. When patients make their provider aware of upcoming travel, providers can improve the patient experience by offering pretravel appointment slots, prioritizing time-sensitive care requests, and communicating realistic timelines for scheduling, she said. “Practices that streamline their appointment workflows before busy seasons will help ensure their patients can manage their healthcare needs and personal plans without unnecessary stress,” she also said.

Patients can take lack of access personally. The data also reveal how 11% of patients reported feeling their needs are deprioritized when their provider is out of office. “Having their needs feel less important can erode patient trust, even when a provider’s absence is temporary,” said Coy. “Practice can address this by creating transparent communication plans during provider time off, outlining who is covering, when the provider will return, and how urgent needs will be handled.” Tools such as automated messages, patient portals, and proactive updates reassure patients that their care is still being monitored and valued, maintaining continuity and confidence in the practice, she outlined.

Why IS the Patient’s Experience so Important in Healthcare

The patient experience shapes everything, from care outcomes to long-term trust in the healthcare system, said Coy.

“When patients feel heard and supported, they’re more likely to follow recommended treatment plans, schedule preventive visits, and stay connected to their providers.” Also, a smooth experience also strengthens the provider-patient relationship. “Ultimately, improving patient experience isn’t just about satisfaction; it’s about building continuity, reducing anxiety, and ensuring that care doesn’t stop when a provider takes a well-earned break,” said Coy.

How Can Providers Make the Holiday Schedule More Manageable?

Practices can implement various strategies to ensure the efficient delivery of patient care. Suggestions for your practice:

Put proactive systems in place. Providers can make the holiday schedule more manageable by combining proactive communication with supportive systems that keep care consistent. “Setting up automated out-of-office responses ensures patients know what to do when their provider is away, while backup coverage prevents disruptions for the nearly half of patients who experience delays when doctors are on vacation,” said Jesse P. Houghton, MD, senior medical director of gastroenterology, Southern Ohio Medical Center in Portsmouth, Ohio, who analyzed the study.

Using digital tools. Platforms such as telehealth, online scheduling, and patient portals help maintain access and communication even when both patients and providers are on the move.

Ensure backup care coverage. This can help so patients aren’t left waiting when a provider is away, said Houghton.

Recommend telehealth. “Providers can continue to recommend telehealth by highlighting its convenience, reliability, and ability to maintain care even when travel disrupts normal routines,” said Houghton. “With so many Americans already trusting telehealth while traveling, doctors can reassure patients that virtual visits offer the same quality and personal attention as in-person appointments.”

To make telehealth sessions more comfortable, providers should take time to walk patients through how the platform works, ensure privacy and a calm setting, and maintain the same warmth and attentiveness they would in the office, he said. “This is especially true of older patients who may not be as tech-savvy as younger generations,” he added. “Pairing telehealth with automation, backup coverage, and online scheduling tools also keeps communication smooth, ensuring patients feel cared for and connected no matter where they or their provider are located.”