Smart Ways to Manage Staffing Shortages in Dermatology

Jeff Loehr • July 2, 2025

It was 7:30 AM on a Tuesday when Dr. Rachel Kim got the text: "Food poisoning. Can't make it in today. So sorry!" Her medical assistant—the one who knew every patient by name and could handle three tasks at once—was out sick. With a full schedule of 28 patients and only her receptionist available, Dr. Kim faced a choice: cancel half the day's appointments or figure out how to make it work. 

She chose to make it work. And by the end of that challenging day, she'd discovered something important: her practice was more resilient than she'd realized. 

Staffing shortages hit dermatology practices hard. Every team member counts, especially in smaller clinics where one person calling out can throw off the entire day. But here's what that tough Tuesday taught Dr. Kim—and what it can teach you too: with the right strategies, you can keep your practice running smoothly even when you're short-handed. 


1. Leverage Technology to Lighten the Load 


When Dr. Kim's medical assistant called in sick, her first instinct was panic. Then she remembered the automated appointment reminder system they'd installed six months earlier. Instead of her receptionist spending an hour calling patients about appointment changes, the system handled it automatically. That freed up crucial time for patient care. 


Technology isn't just a nice-to-have anymore—it's your staffing shortage survival kit. When you're running lean, every minute matters. The right tools can turn a chaotic day into a manageable one. 

Smart practices are using technology to handle the routine stuff so their people can focus on what matters most: 


  • Automate repetitive admin tasks like billing, appointment reminders, and claims management to reduce manual workload 
  • Implement digital registration and online scheduling to eliminate front-desk bottlenecks and reduce wait times 
  • Explore teledermatology options to serve patients efficiently without requiring full in-person staffing 
  • Use AI-powered phone systems that can seamlessly answer calls and book appointments, improving patient experience while reducing staff burden 


Even when you're fully staffed, these tools free up your team to provide better patient care. When you're short-handed, they become absolutely essential. 


2. Cross-Train and Upskill Your Team 


The morning after her medical assistant called in sick, Dr. Kim discovered something surprising: her receptionist, Jenny, had been quietly observing clinical procedures for months. With some quick guidance, Jenny was able to room patients, take vital signs, and handle basic prep work. What could have been a disaster became a manageable day. 


That experience changed everything. Dr. Kim realized that having specialists who only knew one job was actually a vulnerability, not a strength. Cross-trained staff became her insurance policy against future shortages. 


Here's why cross-training transforms your practice's resilience: 


  • Train front desk staff to handle basic clinical duties so they can step in when needed 
  • Teach medical assistants billing basics so they can help during administrative busy periods 
  • Create clear protocols and regular training sessions so everyone feels confident stepping into new roles 
  • Develop "surge capacity" where your team can handle peak times even with fewer people 


The more versatile your team, the better you'll weather any shortage. Plus, staff often appreciate learning new skills—it makes their work more interesting and valuable. 


3. Document Everything That Matters 


Three months after Jenny's successful fill-in day, Dr. Kim's practice faced another challenge: their longtime billing coordinator gave two weeks' notice. But this time, Dr. Kim was ready. Every process had been documented, step-by-step procedures were clearly written, and training materials were organized and accessible. 


The replacement was productive within days instead of weeks. 


Documentation might seem boring, but it's your practice's safety net. When someone leaves—whether planned or unexpected—clear processes mean you're not starting from scratch with their replacement. 


Smart documentation strategies include: 


  • Create detailed step-by-step procedures for every role and responsibility 
  • Maintain updated training materials that new hires can follow independently 
  • Establish standard workflows that reduce dependence on any single person's specialized knowledge 
  • Build routine, structured processes that require less specialized skill to execute effectively 


The more routine and structured your processes, the easier it becomes to slot in new people when positions need to be filled. Clear documentation also makes training faster and reduces the stress on everyone involved. 


4. Build Your Team with Advanced Practice Providers 


Dr. Michael Torres used to see every patient himself. Routine follow-ups, simple procedures, basic consultations—everything crossed his desk. Then his practice grew, his schedule became overwhelming, and he realized he was becoming a bottleneck. 


Enter Sarah, a physician assistant with dermatology experience. After proper training and establishing clear protocols, Sarah began handling routine visits and follow-ups. Dr. Torres could focus on complex cases while Sarah managed the straightforward appointments. Patient satisfaction actually increased because wait times decreased and everyone got more focused attention. 


You don't have to do everything yourself. Building a team-based care model can multiply your effectiveness: 


  • Integrate physician assistants or nurse practitioners who can handle routine visits and follow-ups under your supervision 
  • Consider bachelor's-level clinical staff for specific, well-defined tasks 
  • Develop clear protocols for what each team member can handle independently 
  • Create supervision structures that ensure quality while maximizing efficiency 


This approach doesn't just help with staffing shortages—it helps you serve more patients better. 


5. Outsource Where It Makes Sense 


When Dr. Lisa Park's receptionist went on maternity leave, the practice struggled to keep up with phone calls. Patients were getting busy signals, appointments weren't being scheduled efficiently, and the stress was showing on everyone's faces. 


That's when Dr. Park discovered outsourced call management. A specialized service began handling appointment scheduling and routine calls. Her remaining staff could focus entirely on in-person patient care. The result? Better patient experience, less staff stress, and smoother operations. 


Outsourcing isn't about cutting corners—it's about being strategic with your resources: 


  • Use third-party services for phone calls, appointment scheduling, or billing when your in-house staff is overwhelmed 
  • Consider AI systems that can handle routine inquiries and basic appointment booking 
  • Look for specialized medical outsourcing companies that understand healthcare workflows and compliance requirements 
  • Start small with one function, then expand if it works well for your practice 


For small practices especially, outsourcing can be a cost-effective way to maintain service quality without overloading your core team. 


6. Strengthen Your Team Foundation 


After navigating several staffing challenges, Dr. Kim realized that retention was just as important as recruitment. She started paying attention to the warning signs: staff staying late regularly, people looking stressed, the gradual decline in workplace energy. 


Her solution wasn't complicated, but it was intentional. Flexible scheduling became standard.


Professional development got budget priority. Team appreciation became regular, not just annual. The result? Staff turnover dropped significantly, and the practice became known as a great place to work. 

Building a strong foundation prevents many staffing problems before they start: 


  • Continuously build your recruitment pipeline so you're not scrambling when positions open 
  • Offer flexible work hours, part-time roles, or shift-swapping options to prevent burnout and attract diverse candidates 
  • Invest seriously in retention through competitive compensation, professional development, and genuine appreciation 
  • Create early morning or evening slots to spread workload and accommodate staff preferences 
  • Address burnout proactively—it's cheaper than replacement costs 


Remember, every person who stays is one less position you need to fill. Retention is your first line of defense against staffing shortages. 


7. Always Have a Backup Plan 


The best practices expect the unexpected. Dr. Torres learned this the hard way when two staff members got COVID simultaneously, leaving him critically short-handed for a week. 


Now he maintains relationships with temp agencies, keeps a list of retired staff willing to help occasionally, and has protocols for emergency scheduling adjustments. When his medical assistant had a family emergency last month, he had coverage arranged within hours instead of scrambling for days. 


Your contingency planning should include: 


  • Maintain relationships with trusted temp agencies that understand medical practices 
  • Develop a network of part-time or per-diem staff who can fill in during emergencies 
  • Create protocols for quickly adjusting schedules when staff are unexpectedly unavailable 
  • Review and update your backup plans regularly—contact information changes, people move, circumstances shift 
  • Consider cross-training agreements with other local practices for true emergencies 


Having a plan doesn't guarantee you'll never face staffing challenges, but it ensures you'll handle them professionally and efficiently. 


The Reality Check 


Staffing shortages are challenging, but they don't have to be catastrophic. Dr. Kim's practice is stronger now than before her staffing challenges began. Her team is more versatile, her processes are more efficient, and her backup plans are solid. 


The practices that thrive during staffing shortages aren't necessarily the ones with the most resources—they're the ones that think strategically, invest in their people, and use every tool available to work smarter. 


Your next staffing challenge is coming. The question isn't whether it will happen, but whether you'll be ready for it. Start building your resilience now, before you need it. Your future self—and your patients—will thank you. 



Technology, cross-training, documentation, team building, strategic outsourcing, and solid backup plans aren't just good ideas. They're your practice's insurance policy against the unexpected. And in today's healthcare environment, that insurance is absolutely essential. 


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