At Gazoop, we work closely with medical fleets of all sizes, and we know this time of year can bring unexpected challenges. From fluctuating demand to short-term staffing gaps, summer often threatens the reliability that patients depend on. Fortunately, a few adjustments now can keep things running smoothly through the warmer months.
Review Your Recurring Bookings
Recurring bookings are a good place to start. If you serve patients with regular appointments, such as those going to dialysis or physical therapy, it is important to double-check the existing schedule. Make sure pickup times are accurate, assigned drivers are still available, and any known changes to hospital hours or clinic closures are reflected in the system. Keeping these bookings up to date reduces manual work and helps prevent missed rides or scheduling confusion.
Use Automation to Fill the Gaps
Automation is a key part of staying ahead of summer disruptions. While your team cannot be everywhere at once, Gazoop's system allows you to prepare for common issues in advance. With tools like fallback driver settings and custom operating hours, you can build logic into your dispatch rules that automatically respond when a driver calls in sick, an appointment time falls outside regular hours, or unexpected traffic causes delays. By planning for these situations now, you avoid scrambling later.
Don’t Overlook High-Risk Riders
It is also worth reviewing your records for high-risk riders. In extreme heat, patients with respiratory issues or limited mobility may need special considerations, such as vehicles with working air conditioning or extra assistance on pickup. Gazoop allows you to attach rider notes and tags that surface automatically during dispatching, making it easier to match the right driver and vehicle to each case without slowing things down.
Keep Communication Clear and Consistent
Clear communication is essential during the summer. Riders need to know when and where to expect their driver, especially if clinic hours change or routes are affected by local events. Driver alerts, patient reminders by SMS or email, and well-coordinated staff shifts help maintain that clarity. If your admin team is rotating through vacation, consider setting up temporary escalation paths or remote access for coordinators working offsite. Keeping communication lines open avoids mistakes and supports patient confidence.
Run a Quick System Check
Before the end of August, it is a good idea to run a simple internal system check. This can include:
- Reviewing driver profiles and removing inactive assignments
- Verifying contact details for both patients and drivers
- Checking ride disposition settings to ensure billing accuracy
- Updating shift schedules and holiday coverage hours
- Ensuring recurring bookings reflect any seasonal changes
A quick review now can save hours of cleanup later. If you are unsure where to start, our support team is always available to walk you through it.
Stay Reliable Through the Heat
Medical transportation is essential all year long. While summer introduces some added complexity, it does not have to disrupt your operations. With a bit of preparation and the right tools in place, your team can continue delivering dependable care without missing a beat.
If you would like help optimizing your system for summer, reach out to us anytime. We are happy to guide you through the process.
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