Many medical practices experience a slowdown during the summer months. Vacations and changes in routine can contribute to a decrease in patient volume. It can be a good time for practice administrators to focus on a mix of operational readiness, regulatory compliance, staff management, and patient engagement. TriHaz Solutions has put together a medical practice checklist for summer, with some key areas to prioritize. Plus, see below for a detailed waste audit guide. 

Medical Practice Checklist:

Staffing and Scheduling

Vacation planning requires coordinating summer PTO to maintain adequate coverage without employee burnout. Temporary staffing or cross-training can help with front desk, billing, or some clinical roles. Workflows may need adjustment to compensate for slower periods caused by patient travel and fewer appointments.

Facility Maintenance

Obviously, HVAC system maintenance is now in order to maintain patient comfort. The slower weeks of summer can be used for deep cleaning including floor waxing, window cleaning, and decluttering storage and file rooms.

Patient Outreach

Now is a good time for wellness check-ins. You can promote annual physicals, immunizations for school-age children, and chronic care follow-ups. Seasonal services like travel vaccines, dermatology consults, or allergy care can be promoted through email and social media. Finally, work on no-show reduction with reminders and telehealth options for travelers.

Technology and Billing

Slower weeks are a good time to apply electronic health record (EHR) upgrades or conduct billing system audits. What about a revenue cycle check-up? Aging claims and improving front-end billing accuracy can be addressed. Summer is also a good time to update passwords and check all access permissions.

Strategic Planning

Let’s talk budget forecasting. Start preparing for Q4 and next year’s capital investments. Feedback from patients and staff is always helpful for service improvements; conduct satisfaction surveys. Summertime is ice cream time . . . why not host low-cost appreciation events? Ice cream socials or lunches are great for team building and morale boosting.

Compliance and Training

Scheduling summer compliance training is a great way to keep staff sharp and aligned with HIPAA and OSHA refreshers. Internal policies can be reviewed and revised before the fall rush.

Finally, a waste audit can ensure regulated medical waste protocols are followed, especially by new or temporary staff. 

Waste Audit Checklist:

1. Waste Streams Inventory

• Sharps waste: Needles, scalpels, lancets, and other items that can puncture skin.
• Red bag waste (regulated medical waste): Items saturated with blood or infectious materials.
• Pharmaceutical waste: Expired, unused, or partially used medications.
• Hazardous waste: Chemo drugs, mercury thermometers, or anything labeled hazardous by the EPA.
• General waste: Office trash and non-contaminated items (should not go in red bags).

Ensure all staff can distinguish between these categories.

2. Labeling & Container Compliance

• All sharps containers are FDA-cleared, puncture-resistant, and leak-proof.
• Containers are clearly labeled with the biohazard symbol.
• Red bags and other RMW containers are labeled per state and federal rules.
• Pharmaceutical and hazardous waste containers are segregated and properly marked.

3. Placement and Usage

• Sharps containers are wall-mounted or placed within arm’s reach at point-of-care.
• Containers are not overfilled (no more than ¾ full).
• Staff are not “stuffing” items into full containers.
• Regulated waste bins are accessible, not stored under sinks or next to clean supplies.

4. Staff Knowledge Check

• Conduct spot checks or short quizzes on:
  • What goes in sharps vs. red bags
  • What to do if a container is overfilled
  • Who to notify about waste pick-up issues
• Verify that temporary or float staff are trained on your practice’s disposal procedures.

5. Pick-Up, Storage & Documentation

• Check that regulated waste is being picked up on schedule (per your state rules).
• Ensure waste is stored securely and labeled while awaiting pick-up.
• Maintain manifests or documentation for all waste hauls (especially hazardous waste).
• Review your waste vendor contract for compliance updates or service issues.

6. Corrective Actions

• Document and address:
  • Overflowing containers
  • Mislabeling
  • Staff not following protocols
• Consider visual aids (e.g., posters above containers) to reinforce correct sorting.

Conducting this audit annually — or semi-annually — helps you prevent citations and potential biohazard exposure incidents. A waste audit is an essential tool to ensure your medical practice complies with OSHA, EPA, and state regulations. It also helps protect staff, patients, and the environment.

As you can see from our medical practice checklist, the summer months are a great time for a waste audit, along with other compliance and training activities. These activities help maintain a safe and productive healthcare environment. In addition to regulatory compliance, focusing on staff management, patient engagement, and operational readiness will help ensure your practice is ready for any season.