A medical office manager with efficient managerial skills is vital to any medical practice. The office manager is the engine that manages the practice’s data stream, business records, operational efficiency, and business development. To be the best medical office manager, you cannot be afraid to get your hands dirty. The more integrated and involved you are with the various roles and conditions in the practice, the more efficient you become in managing and identify opportunities of growth. To maximize efficiency and safety of your practice, we have compile 5 best practices to execute.
Manage Away from Your Desk
Don’t manage solely from your desk. When you walk through the office, navigate around to ensure that your staff and clinic is functioning properly. Interact and observe several times a day. Connect with the staff, physicians and patients to maintain a healthy practice environment. Stay informed by identifying where the gaps are and making sure that all things in the office are arranged for maximum efficiency and maximum safety. These managerial skills will help you better operate as an office manager and utilize your space to do your work.
Arrange Operations for Maximum Efficiency
There are a lot of things — from printer stands to filing cabinets — crammed into medical offices nowadays. To efficiently manage the office, you need to make sure that all the things in the office are arranged and organized. Identify any areas where storage is needed and make sure all items are clearly labeled and ready for physicians and staff to access for optimal operational efficiency.
Communicate with Courtesy
As an office manager, your responsibility lies in increasing functionality, efficiency and safety. Part of this role includes answering phone calls, emails, and returning messages. It is common courtesy, and it shouldn’t need to be reminded, but all too often, there are complaints from staff members that they field calls all day that the office manager hasn’t returned yet. Timely follow up, henceforth, streamlines communication and overall customer service and information transfer among staff, physicians and patients.
Review Representative Proposals
This is one of the most important managerial skills of an office manager. It is important to meet with representatives, listen and thoroughly review their proposal for your clinic with your physician(s). If you do not review the opportunities, you are doing a disservice to your clinic. There are many lost opportunities that are beneficial to patient care and your practice misses out on the prospect if your office manager is too busy.
One key role of an office manager is to find ways to increase revenue and help the physicians provide the best patient care possible. To do so, try to mark a single 30-minute slot on your calendar 3 to 5 times a week to meet with a representative. This practice will open prospective opportunities that would have been missed otherwise. It will also reduce the frequency of sales representatives driving you crazy, calling your office for follow ups.
Get Your Hands Dirty
The office manager should know how to perform every job in the office and do it with some degree of efficiency and expertise. If your practice is short staffed or overwhelmed with patients, your office manager should be able to jump in and provide almost seamless help through the transition. If there are tasks you aren’t trained on, ask your staff to train you — this will earn respect among your peers.
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Considering operational efficiency and management for your medical practice can be challenging with multiple factors influencing your day-to-day operations. Whether you are starting from scratch or in the early stages of planning your move, Boulevard LA has the expertise and knowledge to help guide you.