How to Lose a Care Gap in 10 Days

Remember How to Lose a Guy in 10 Days? She’s a journalist on assignment. He’s a smooth-talking exec. They each have a hidden agenda—but somehow, a real connection forms.

Now imagine you're the lead in a healthcare version of that story. Only this time, you’re not trying to sabotage a relationship… you’re trying to build one—with better data, smarter systems, and patients who don’t slip through the cracks.

Because care gap closure doesn’t have to feel like a burden. With the right approach, it becomes one of the most powerful (and yes, satisfying) parts of your clinical practice.

Here’s how to lose a care gap in 10 days—no drama, just results.

Day 1: Define the Relationship (Know Your Target)

Every great rom-com starts with a setup. Yours? Identify which care gap to tackle first.

• Mammograms?

• A1c control?

• Well visits?

Pull your quality data and pick one focus area. Look for:

• High patient volume

• Clear gaps in performance

• Measurable improvement potential

🎯 Pro tip: Focus on a care gap that aligns with your current incentives (Medicare, Medicaid, commercial) for quick wins.

Day 2: The Meet-Cute (Systematic Outreach Begins)

Stop waiting for patients to show up. This is your meet-cute moment: a proactive, patient-centered outreach strategy.

Forget mass robocalls. Real connection requires:

• Personalized messaging

• Clear rationale for why the care matters now

• Supportive tone, not judgment

🛠 Try:

• Batch outreach by gap type

• Create scripts/templates by patient scenario

• Use multiple channels: phone, portal, text

Day 3: The First Date (Make Contact Count)

The first conversation matters. Whether it’s your MA calling or a message sent through the portal, focus on three things:

1. Acknowledge the care gap without blame

2. Explain the benefit in personal terms

3. Collaborate on next steps

Not every patient will say yes right away. But every respectful outreach builds trust—and trust fuels follow-through.

Day 4: Real Talk (Understand the Barriers)

By Day 4, you’re learning that noncompliance is usually about life, not laziness.

Barriers could include:

• Transportation

• Schedule conflicts

• Cost

• Medical anxiety

• Prior negative experiences

Start asking: “What’s getting in the way?” Then follow up with: “How can we help solve that?”

You’re not closing care gaps—you’re closing access gaps. (I am all about access.)

Day 5: The Conflict (Things Go Sideways)

Every rom-com hits a wall. (And I'm always on the edge of my seat waiting for it so we can get to the sweet ending.)

Patients ghost. Appointments get canceled. Reminders go ignored.

Instead of giving up, pivot:

• Adjust your outreach cadence

• Try new messaging styles

• Engage family or caregivers (with consent)

• Document every barrier for better follow-up

Remember, care gap closure isn’t linear. It’s a conversation over time.

Day 6: The Realization (Data Becomes Your Friend)

Now’s the time to look at what’s working. Pull your outreach logs, closure rates, and no-show data.

Ask:

• What messages got the best response?

• Which outreach methods are performing well?

• Which team members are excelling?

Use this insight to optimize workflows and reallocate effort where it counts.

Day 7: The Breakthrough (It Starts to Work)

You’ll have that first patient who says: “I’m glad you called. I’ve been meaning to get that done.”

Or you’ll see your numbers tick upward.

That’s your montage moment. Things are clicking. Systems are running smoother. Team morale improves because the work is working.

Keep the momentum going.

Day 8: Make It a Team Effort

Sustainable care gap closure = team-based care.

Define roles:

• MAs handle outreach and scheduling

• Nurses assess barriers and reinforce education

• Providers close the loop and document the plan

✅ Build standing orders ✅ Create team dashboards ✅ Celebrate small wins in huddles

When the whole team is aligned, care gets better—and gaps close faster.

Day 9: The Grand Gesture (Above and Beyond)

Now you're thinking bigger.

• Add mobile screening vans

• Offer extended hours

• Partner with local orgs for transportation

• Create culturally relevant patient education materials

These aren't bells and whistles. They're commitments to access, equity, and outcomes.

The grand gesture? It's showing patients their health matters—enough to redesign care around their lives.

Day 10: The Happy Ending (Systematize Your Success)

At this point, care gap closure isn’t a special project. It’s just how you practice.

You’ve:

• Built repeatable workflows

• Trained your team

• Measured results

• Centered patient needs

And the best part? You’re not chasing gaps anymore. You’re building long-term relationships—with your patients and your data.

Your Sequel Starts Now

Pick the next gap. Tighten your protocols. Spread success across the practice.

You didn’t just close a care gap. You built a sustainable system that keeps patients healthier—and your practice stronger.

And that’s a love story worth telling.