Getting Ahead of the “Summer Slowdown”

The “summer slowdown” is a common experience for mental and behavioral health clinicians. Typically occurring from mid-May through July, client loads can decrease significantly as individuals and families take vacations, children are out of school, and routines are disrupted.

Surveys have shown that client attendance for therapy sessions drops by 20-25% on average during the summer months, and for some practices, that percentage is even higher. Depending on the clinic’s size and overhead, this reduction in client load can create significant challenges in terms of budget, cash flow, and overall operations.

However, with strategic planning and innovative thinking, clinics and agencies can effectively navigate this period and even turn it into an opportunity for improvement and growth.

Budget & Cash Flow Management

Managing your budget and cash flow is critical during this seasonal slump. With fewer clients, revenue streams may shrink, making it essential to reassess and adjust financial strategies

1. Adjust Budget Projections: Revisit your budget projections to anticipate the seasonal dip and plan for reduced income. Whether using a spreadsheet or tools like QuickBooks or Forecastr, incorporate reduction formulas to reflect the expected drop in income.
2. Cost-Cutting Measures: Identify areas where expenses can be temporarily reduced without compromising quality of care. This might include reducing hours for part-time staff, negotiating temporary rent adjustments, or postponing non-essential purchases.
3. Cash Flow Reserves: Ensure you have adequate cash reserves to cover essential expenses. Set aside a percentage of revenue during busier months to build a buffer and smooth out financial fluctuations during slower periods.
4. Bookkeeping & Taxes: Take advantage of the extra time to get ahead of tax documents, legal filings, or expense reports that may have been overlooked during busier months. Handling your books now can help reduce stress later.

Marketing & Client Engagement

Maintaining client engagement during the summer can help mitigate the effects of the slowdown. Strategic marketing efforts can keep your services top of mind and attract new clients.

1. Seasonal Campaigns: Develop an annual marketing strategy that includes campaigns tailored to the summer season.
2. Digital Outreach: Enhance your digital marketing efforts through social media, email newsletters, and your website. Share valuable content related to mental health and self-care during the summer, and engage with your audience through blogs and webinars.
3. Community Involvement: Increase visibility by participating in community events, positioning your clinic as a valuable resource.
4. Alternative Services: Offer once-a-year services, such as speaking engagements, workshops, or contract services like clinical content writing or organizational consulting.
5. Telehealth: Provide virtual care options, allowing clients to continue therapy sessions even when traveling.
6. Network: Connect with other providers during the downtime. Strengthen referral relationships within the behavioral health community in your area.

Facility Improvements & Staff Development

The reduced traffic of the summer months is an excellent opportunity to focus on facility improvements and staff development, setting the stage for a more productive fall.

1. Building Maintenance: Undertake necessary repairs, renovations, or upgrades to your clinic, enhancing client experience.
2. Staff Training and Development: Invest in professional development by organizing training sessions, workshops, or team-building activities. Address administrative tasks, CEUs, and certifications now to prevent disruptions during busier times.
3. System Upgrades: Reevaluate your current operating processes and technology. Research more efficient systems and software that could enhance workflows and save time and money. (Check out our recent blog: 40+ Tools for Therapists in 2024)

Hiring & Recruitment

For larger clinics, the summer slowdown is an ideal time to focus on hiring and recruitment efforts.

1. Identify Gaps: Assess your staffing needs and identify any gaps that need to be filled, whether due to projected growth or staff turnover.
2. Strategic Hiring: Use the slower period to carefully recruit and onboard new staff, allowing for thorough training and integration before the busier months.

For more input on this process, check out our article on Hiring and Retaining Therapists.

Self-Care & Wellness

Self-care is vital for preventing therapist burnout and supporting overall well-being, especially in the emotionally demanding environment of mental health care. The summer slowdown is a perfect time to focus on self-care.

1. Encourage Self-Care among Staff: Encourage your team to use the slower period to recharge. Implement flexible scheduling, establish weekly session limits, and offer wellness programs that promote self-care.
2. Provide Self-Care Opportunities: Equip your office with resources for self-care, such as yoga mats, essential oil diffusers, and standing desks. Create opportunities for team self-care activities, fostering strong relationships and mutual support.

While the summer slowdown presents challenges, it also offers a unique opportunity for clinics to streamline operations, improve marketing efforts, and invest in staff development. By strategically managing budgets, enhancing client engagement, focusing on facility and staff improvements, and prioritizing self-care, clinics can thrive during this period. Embracing these strategies will ensure your clinic is well-prepared to meet clients’ needs year-round.

If your Summer Slowdown this year includes reevaluating your electronic health record system, our team at CheckpointEHR would love to connect with you while you have a little more margin. Schedule your free consultation call today!