Medical Office Managers – How to Find the Right Fit

Your medical office staff is vitally important for the well being and success of your practice. As the first face patients see when they enter your office, these people set the tone and can ensure you and your patients have the best possible visit. A medical office manager helps to oversee the comings and goings of patients, staff and doctors as well as various administrative tasks and medical deliveries. They are an integral part of the system, ensuring the office runs smoothly and that both patients and staff are happy. So, how can you find the best medical office manager? Use the criteria below to help you decide:

1. Education, both institutional and practical – Education both in a classroom and in the field is important for successful office management. A bachelor’s degree is generally recommended. Equivalent work experience in a healthcare setting can also help to supplement a 2 year degree or high school diploma. The larger the practice, the more complicated the medical office manager’s job becomes. In practices with 10-15 physicians, requiring a MBA or other advanced degree may help to ensure you find a qualified candidate. The level of interaction on the part of a physician can also influence the type of manager. A more hands-on practice may require less education or experience for the position, while one where the physicians are hands-off would need more experience.

2. Helpful traits & characteristics – Personality is key for a successful medical office manager. The ability to communicate effectively with patients and staff is vitally important for this position. Strong verbal and writing skills will allow this person to communicate with physicians, sales reps, clinical staff and partners. These characteristics can help to ensure a smooth flow of information throughout the practice and fewer mistakes or misunderstandings. Conflict resolution is also a must. From sales reps to irate patients, a medical office manager must be able to diffuse the situation and come to a fair resolution, quickly.

Leadership qualities are also important. This person runs the practice so the ability to take charge, make decisions and get people motivated will help to ensure growth of the practice.

Finally, an eye for detail will ensure the office runs smoothly, even if the medical office manager is on vacation. Ensuring all necessary equipment & supplies are available for both clinical and clerical staff is just one of the many things a medical office manager must monitor.

3. During the interview process, determine if the candidate is a good fit for the position by asking questions about what they liked and disliked about their current and former positions. Ask open-ended questions and wait to see if the answer is both decisive and thoughtful. Be aware of the level of language skills, confidence and overall demeanor throughout to get a better feel for what type of employee they may be. Trust your instincts during this type of process. If you aren’t getting a good feeling about a candidate, you may want to reconsider. Alternatively, if you’re feeling confident about a person who may need a bit more training to start, be willing to put in a little extra time to get the most out of them.

Your medical office manager is the backbone of the organization. From scheduling employees and ordering supplies to managing the billing department and ensuring payments are coming in correctly, these personnel can make or break a practice. By using the guidelines above, you will have a better idea of the type of person you are looking for.

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