How to Be a Good Medical Office Manager
Medical office managers are responsible for maintaining intra-office efficiency and patient care standards. Although specific duties vary depending on factors like facility size and specialty, possessing certain qualities can help enhance office operations. Strong organization, negotiation and planning skills are needed to meet a variety of goals.
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Instructions
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Implement efficient filing and storage systems. This may require a complete overhaul of existing practices. Prevent information loss, theft and misuse by ensuring that both paper-based and computer systems are properly secured. Implement policies that address acceptable means of information disposal and request fulfillment. Consult current Health Insurance Privacy and Portability Act (HIPAA) and Joint Commission on Accreditation of Healthcare Organizations (JCAHO) policies to ensure patient privacy is adequately protected.
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Ensure employees maintain applicable medical licenses and certifications. This is especially important to avoid agency fines, penalties and malpractice lawsuits. It also helps ensure office staff is prepared to handle patient emergencies. Keep a detailed list of employee credentials and expiration dates to monitor renewal status. Maintain copies of all employee certifications for quick access and verification.
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Keep your skill sets current. Maintain medical coding and billing proficiency to monitor and assist office staff. Pay attention to billing records to ensure the office is receiving correct payment for completed services. Failure to conform to insurance company regulations and procedures could result in payment delays and denials. Stay aware of new medical office technology advancements and practices by attending industry in-services and conferences. Pursue further education by enrolling in certification or degree programs.
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Make yourself available for client interaction. Managers can benefit from listening to patients. Post guidelines regarding the formal means to make service suggestions and complaints, including times established for in-person communication. Perform planned and spontaneous visits to meet with patients during each phase of clinical care.
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Foster positive relationships with local health care and social services facilities. Although each medical office is a separate entity, cooperating with different facilities benefits your patient population. It's much easier to make referrals to or request additional information from an office when a positive relationship is maintained. Make an effort to communicate regularly with other medial office managers and supervisors in your health care network. This also includes establishing positive relationships with drug companies, insurance agencies and regulatory commission officials.
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Tips & Warnings
Schedule regular meetings to keep medical office staff informed of policy and procedural changes. Being prepared for agency audits continuously gives the office the best chance of meeting expectations.
Never pit medical office staff against clinical staff. Doing so can cause the patient population to suffer.
