Holiday Season IT Checklist for Medical Practices and Small Businesses

# Holiday Season IT Checklist for Medical Practices and Small Businesses

The holiday season brings well-deserved breaks for staff and reduced operating hours for many Perth medical practices and small businesses. However, this period of reduced activity requires careful IT planning to ensure systems remain secure, data stays protected, and operations resume smoothly in the new year. Whether you're closing for a few days or several weeks, proper IT preparation is essential.

Pre-Holiday Security Assessment

System Updates and Patches

Before staff head off on holidays, ensure all systems are current:

• Operating system updates: Install all security patches across workstations and servers
• Software application updates: Update practice management systems, antivirus software, and business applications
• Firmware updates: Check routers, switches, and other network equipment for available updates
• Security software updates: Ensure antivirus definitions and security policies are current

Password and Access Review

The holiday period is an ideal time for credential maintenance:

• Password resets: Require staff to update passwords before returning from holidays
• Access audits: Review and remove unnecessary user accounts or permissions
• Multi-factor authentication: Verify MFA is enabled on all critical accounts
• Service accounts: Review and update passwords for system service accounts

Backup Verification

Don't let the holidays be the time you discover backup failures:

• Complete backup tests: Perform full restoration tests on critical data
• Cloud backup verification: Ensure cloud backups are functioning and accessible
• Off-site backup checks: Verify off-site backup systems are operational
• Documentation updates: Ensure backup procedures are documented for emergency access

Network Security During Closure

Remote Access Configuration

If staff need access during holidays:

• VPN security: Update VPN software and verify secure connections
• Remote desktop protocols: Ensure RDP access is properly secured with strong authentication
• Cloud access policies: Review and update cloud service access permissions
• Mobile device management: Verify company devices have current security policies

Physical Security Measures

Don't forget about physical access to IT systems:

• Server room security: Ensure server rooms are locked and monitored
• Workstation security: Lock down individual computers and remove portable media
• Network equipment: Secure switches, routers, and wireless access points
• Visitor access: Disable or monitor any guest network access

Monitoring and Alerts

Maintain oversight even when the office is closed:

• Security monitoring: Ensure intrusion detection systems are active
• System alerts: Configure alerts for unusual activity or system failures
• Environmental monitoring: Set up alerts for temperature, power, or connectivity issues
• Response procedures: Document who to contact for different types of emergencies

Medical Practice Specific Considerations

Patient Data Protection

Medical practices have additional responsibilities during closures:

• HIPAA compliance: Ensure patient data protection continues during holidays
• Emergency access procedures: Document how to access critical patient information for emergencies
• Prescription systems: Verify electronic prescribing systems remain functional
• After-hours messaging: Configure appropriate auto-responses for patient communications

Essential System Availability

Some medical systems must remain operational:

• Emergency contact information: Ensure answering services can access necessary systems
• Pathology results: Maintain systems for receiving critical test results
• Appointment scheduling: Keep online booking systems functional
• Telehealth platforms: Ensure remote consultation capabilities remain available

Integration System Checks

Medical practices rely on numerous integrated systems:

• Medicare claiming: Verify claiming system connectivity for year-end processing
• Pathology interfaces: Test connections to major pathology providers
• Radiology networks: Ensure imaging system connectivity
• My Health Record: Verify government system integration remains functional

Business Continuity Planning

Communication Systems

Maintain essential communications during closure:

• Phone system maintenance: Update voicemail messages and call forwarding
• Email auto-responses: Configure out-of-office messages with emergency contacts
• Website updates: Post holiday hours and emergency contact information
• Social media management: Schedule appropriate posts about closure periods

Vendor and Support Coordination

Coordinate with external providers:

• IT support availability: Confirm support coverage during holiday periods
• Vendor maintenance windows: Schedule any required maintenance during closure
• Service provider contacts: Update emergency contact lists for utilities and services
• Escalation procedures: Document escalation paths for different types of issues

Recovery Planning

Prepare for smooth post-holiday operations:

• System startup procedures: Document proper startup sequences for all systems
• Staff return protocols: Plan for password resets and system access verification
• System health checks: Schedule comprehensive system checks for the first day back
• Performance monitoring: Plan increased monitoring during the return-to-work period

Year-End Compliance Tasks

Data Retention and Archival

The holiday period often coincides with year-end data management:

• Records retention policies: Review and implement data retention schedules
• Archive procedures: Move old data to appropriate archive systems
• Disposal protocols: Securely dispose of data that has exceeded retention periods
• Compliance documentation: Update compliance records for regulatory requirements

Financial System Considerations

For businesses handling financial data:

• End-of-year processing: Complete necessary financial system procedures
• Tax preparation data: Ensure accounting systems are properly backed up
• Audit trail preservation: Maintain complete audit trails for the financial year
• System reconciliation: Perform final reconciliations before year-end

Insurance and Legal Reviews

Use the holiday period for administrative tasks:

• Cyber insurance: Review coverage and update policies as needed
• Legal compliance: Verify compliance with all relevant regulations
• Contract reviews: Check IT service contracts and vendor agreements
• Risk assessments: Conduct annual risk assessments for IT systems

Post-Holiday Recovery Procedures

System Restart Protocols

Plan for smooth system restoration:

• Staged startup: Bring systems online in the proper sequence
• Connectivity testing: Verify all network connections and internet access
• Application testing: Test all business-critical applications
• User access verification: Confirm staff can access all necessary systems

Security Verification

Ensure security wasn't compromised during closure:

• Log reviews: Examine system logs for unusual activity during closure
• Security scans: Perform comprehensive security scans of all systems
• Access audits: Verify no unauthorised access occurred
• Incident investigation: Investigate and document any security events

Performance Monitoring

Monitor systems closely during the return period:

• System performance: Watch for performance issues after extended downtime
• User experience: Monitor staff reports of system problems or slowdowns
• Error monitoring: Track application and system errors more closely
• Capacity planning: Assess whether system capacity meets returning demand

The holiday season should be a time of rest and renewal for your team, not anxiety about IT systems. Proper planning ensures your technology infrastructure remains secure and functional throughout the closure period and supports a smooth return to operations.

If your Perth medical practice or business needs assistance with holiday IT preparation or wants to ensure robust systems management during closure periods, SkyComm specialises in comprehensive IT support that keeps your systems secure year-round. Contact our team at 1800 957 977 to discuss how we can help you prepare for a worry-free holiday season.