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Summer Safety Tips for Your Office and Patients

July 1, 2025

July heat waves can bring more than just sweaty commutes—they can affect your office operations, your staff’s well-being, and even your patients’ health. While the summer months might feel more relaxed, it’s the perfect time to sharpen your focus on safety, both inside the practice and in the information you share with patients. Here’s how to keep things cool, functional, and informative.

1. Keep the Office Cool and Comfortable

A too-warm waiting room can lead to cranky patients and sluggish staff. Make sure your HVAC system is in good working order and that vents aren’t blocked by furniture or clutter. If certain areas run warmer than others, consider portable fans or adjusting the blinds to block direct sunlight. Schedule a quick AC maintenance check if you haven’t done so this season—it’s far less disruptive than an unexpected breakdown.

2. Protect Technology from Overheating

Computers, routers, servers, and other tech gear can overheat quickly in hot or poorly ventilated areas. Check that these devices have enough airflow around them and that server rooms or closets aren’t trapping heat. Dust can also build up and insulate equipment, so a quick clean with compressed air might help. Backup systems should be tested regularly, but especially during summer when outages are more likely.

3. Keep Hydration Accessible

Dehydration can hit fast, especially for staff members constantly on the move. Keep a stock of cold water or electrolyte drinks in the break room and remind staff to take short water breaks. Patients will appreciate it too—offering a cold bottle of water or having a small hydration station in the waiting area can be a simple but thoughtful touch.

4. Sun Safety Reminders for Patients

Consider adding educational materials about sun safety to your summer bulletin board or digital patient portal. Reminders about using SPF, avoiding peak sun hours, and protecting children’s skin can go a long way. If your practice treats skin conditions or sees pediatric patients, these tips are especially relevant.

5. Educate Patients on Heat-Related Illnesses

July is a good time to circulate reminders about heat exhaustion and heat stroke, particularly for vulnerable groups like older adults, people with chronic illnesses, and parents of young children. A simple flyer at check-in or a blog post linked in appointment reminders can offer quick education about warning signs and when to seek care.

6. Update Emergency Contact Info and Cooling Plans

Double-check that your emergency contact list is current and that everyone knows what to do if there’s a power outage or your AC fails. If your area is prone to heat-related power outages, make a contingency plan for keeping medications at the proper temperature and patients comfortable while waiting.

7. Be Mindful of Office Dress Codes

Allowing slightly more relaxed dress codes during extreme heat—within professional limits—can go a long way in keeping staff comfortable and productive. Breathable fabrics and lighter colors can make a big difference, especially for those moving between exam rooms all day.

A safe and comfortable summer environment isn’t just a nice-to-have—it can affect productivity, patient satisfaction, and even health outcomes. With a little preparation and some timely patient education, your office can stay cool while keeping safety top of mind.

Filed Under: articles, Available for NL, Managing patients, Managing staff, Productivity, Risk management, Used LinkedIn, Workplace Safety, Open Content, Top Story Tagged With: heat, hot weather, Marketing, Purchasing & leasing

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