How To Be the Best Medical Office Manager

Managing a medical office requires juggling several essential tasks, often simultaneously. The added responsibility of running an office that is related to the medical field adds extra pressure to the office manager. Whether it’s a primary care medical office or a cosmetic surgeon’s office, health, safety, and a slew of paperwork falls on the manager to ensure things run smoothly. Below you will find the best tips for how to be the best medical office manager.


As a medical office manager, you need to understand every aspect of the business. From ordering supplies to managing a calendar, the organization is on the office manager. Having a running list of your responsibilities, delegates, and dates in which things must be accomplished is vital. Focus on building your business skills in terms of organizational management so the office can run smoothly under your watch.

Be a People Person:

This does not mean that you need to be friends with your employees. This means you need to hone in on your people skills. As far as employees go, build a strong relationship with clear boundaries. Having your employees feel appreciated and valued for their hard work is good for business, so reward good behavior. For employees who struggle to meet the demands of their role in the business, use the two-strike rule. This will show that you can provide second chances for errors but will not tolerate repeated mistakes.

Direct and Clear Communication:

With technology continuing to change and generations varying in the way they give and receive information, know your audience. If your employees are older, the traditional methods of meetings may work best. If you have a younger group of employees, e-mails or texts may be more effective. Understanding the generation(s) you are working with can help you effectively communicate. Use your method of communication as an opportunity to connect with people in a way that they see is effective so you can build a collaborative relationship that is flexible, yet clear.

Creative Leadership:

Just because you are running a medical office does not mean you can’t be creative when it comes to organization, management, and leadership. Focus on your employees, their roles, and how you can create a more efficient operation. Whatever your problem is, focus on how to solve the problem instead of working day in and day out with the issue. If you have a medical office that is crowded, have employees who can work from home do so. If you have a medical office with long wait times, invest in entertainment for your patients. Isolate the problems in your medical office and take the time to talk with employees about them individually. Investing in your employees and their ideas can boost morale and increase their loyalty to the business.

Never Stop Learning:

Take time to develop your business acumen through education. Invest in your own professional development so you can apply it to your position. The number of resources that are free or low-cost online can allow you to justify taking time to learn and grow as a manager.

Boulevard Medical Properties

If you are a medical office manager looking for a new space, contact Boulevard Medical Properties. Our specialty are medical office leases in Los Angeles. We have been helping medical managers transition into new offices seamlessly for years. We have a dedicated team of expert real estate professionals that can walk you through the process step-by-step. If you need to find a medical office, contact Boulevard Medical Properties for excellent support and expertise for your upcoming transition.

Handling Sudden Property Closure

There is no denying that we live in unpredictable times. Medical practices are seemingly stuck between a rock and a hard spot as the world deals with an ongoing health crisis. The expertise held by the doctors and nurses who staff them is widely considered to be the nation’s most valuable resource, while their physical locations are some of the most avoided spaces in America. Sudden property closure has become a reality for many.

Like many other independently owned businesses, there are medical practices that are currently suffering financial losses as non-emergency care slows. The public largely avoids preventative care now. None of us are sure how long the situation will last or how it will evolve. That makes the risk of sudden closure more real than ever before.

The Chance of Sudden Closure

When you first start a practice, you should have a protocol in place in case of sudden property closure. Sudden closure of your practice may occur due to illness, death, or other circumstances beyond your control. Regardless of the reason, there is a lot of information that has to be properly delivered to give your patients the healthy transition required by your state medical board, so you should put a plan in place now. Even if the closure is temporary, you will need to have reliable pathways for communicating with patients and ensuring their records are accessible to them.

Getting Legal Help

If a worst-case scenario does occur, and you have to close your medical practice or a colleague’s without notice, you will have a long list of people to notify. Start with a lawyer. Although we can give general advice based on accrued knowledge, you will need reliable legal counsel to navigate your specific situation. Ask them to help you draw up a list of everything that needs doing and a reasonable timetable.

Your lawyer will advise you regarding employees and patients. But it is important that both parties feel the message is as sincere as possible. Losing a place of work or a reliable medical practice is difficult news in the best of times. So, take a few moments to draft a message. Deliver it to the employees in-person, if at all possible. Ask your reception desk to help notify patients with upcoming appointments by phone.

Avoiding Abandonment

For the rest of the patients, calling every single one of them may not be practical. Draft a personal letter that includes the date of closure. Also, make a list of local offices that you trust to provide for patients in the future. You may also send the same message through digital communication if that is the service the practice uses typically. For added security, check your state laws regarding patient abandonment. Also, update your official answering machine and post a neat sign on the door. Even in the case of sudden closure, you need to show that you did everything possible to inform patients of the change.

Dealing with the Paperwork

Once employees and patients are informed, work with the office administrator and Boulevard Medical Properties to build an action plan for the data held on-site in digital and physical form. You will need to find another local office that is willing to legally absorb your medical records. A contract will be necessary to ensure that they are liable for the documents. In addition, any unsigned documents should be sent back to the original agency.

Expect Variations

These are general guidelines for what to expect in the event of sudden property closure. Based on the nature of your practice and local guidelines, there will be specific steps that are unique to your case. For this reason, it is imperative to keep an open dialog with legal counsel to ensure that the practice is successfully closed and the patients protected.