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3 Golden Rules to Medical Office Management

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The medical office manager is ultimately responsible for the success of the entire staff.  Managers are required to distribute the work load, motivate and supervise staff, and coordinate the smooth operations of the office. Of course, when things go well, the medical office manager gets all the credit but when things don't go well they also get all the blame. 

No matter if you are managing the small staff of a physicians office or the billing staff in a hospital, the manager can accomplish the goals of the organization from the medical office aspect using various tactics. 

Rule #1: Know all job functions

Every job function in the office, no matter how small contributes to the success of the entire organization. To be effective, the medical office manager must have an understanding of all the job functions of their staff.  Knowing the job functions of the staff is essential for the manager for the training, motivating and managing of staff.  

It is especially vital to the survival of a health care organization that the manager be fully aware of what is necessary for each job function.  An organization can lose their rights to continue offering health care services in their community if certain compliance requirements are not maintained. Having broad knowledge of each job function leads to leading a great team to reaching company goals.

Rule #2: Communicate effectively

Effective communication isn't just talking and listening.  It means having mutual respect and understanding between staff and management. It is for the benefit of the office manager to set the tone for effective communication.

  • Establish clear expectations for each employee.  Managers need to make sure they are specific in what they expect from their employees.  
  • Provide feedback. Employees need to be given feedback on a regular basis whether it is telling them they're doing a great job or it is constructive criticism.
  • Listen. Employees can be an excellent resource for office operations.  They have first hand knowledge of office processes or policies and can offer great ideas to assist in making office tasks operate more efficiently

Rule #3: Monitor without micromanaging

Micromanaging employees can have the reverse effect than an office manager intends. With different personalities and different job roles, each employee may have a different work style. Employees are more effective in their job functions when they feel trusted to make decisions and are given the chance to be responsible for the quality of their own work.

If you are providing feedback on a regular basis, employees are aware that their work is being monitored and they will be held accountable for their productivity. The staff will more likely be motivated to excellence when they don't have the stress of a manager directing their every move. Trusting employees to do what they were hired to do will allow the manager time to focus on other areas.

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