Concepts Of Medical Office Management PDF

CONCEPTS OF MEDICAL OFFICE MANAGEMENT MOP 413-3  UNDERSTANDING HEALTHCARE MANAGEMENT Health care management is the profession that provides leadership and direction to organizations that deliver personal health services, and to divisions, departments, units, or services within those organiza...

CONCEPTS OF MEDICAL OFFICE MANAGEMENT MOP 413-3  UNDERSTANDING HEALTHCARE MANAGEMENT Health care management is the profession that provides leadership and direction to organizations that deliver personal health services, and to divisions, departments, units, or services within those organizations. Understanding the roles, responsibilities and functions carried out by healthcare managers is important for those individuals considering the field to make informed decisions about the “fit”. In addition, descriptions of supervisory levels, mid-level and MELODY P.senior management positions within different DE JESUS, MM_2021 09/24/2024 2 organizations are being provided.  THE NEED FOR MANAGEMENT AND THEIR PERSPECTIVE Healthcare organizations are complex and dynamic. This kind of organization requires that managers provides leadership as well as supervision and coordination of employees. The scope and complexity of tasks carried out in provisions of services are so great individual staff operating on their own couldn’t get the job done. Moreover, the necessary tasks in producing services in healthcare organizations require the coordination of many highly specialized disciplines that must work together seamlessly. Managers are need to make certain that organizational tasks are carried out in the best way possible to achieve organizational goals and that appropriate resources, including financial and human resources are adequate to support the organization. MELODY P. DE JESUS, MM_2021 09/24/2024 3  THE NEED FOR MANAGEMENT AND THEIR PERSPECTIVE Healthcare managers are appointed to positions of authority where they shape the organization by making important decisions, such as recruitment and development of staff, acquisition of technology, service additions and reductions, and allocation and spending of resources. Decisions made by healthcare managers will not only focus on ensuring that the patients receives the most appropriate, timely and effective services possible, but also address achievement of desired performance targets. Ultimately, the decisions made by the managers affects the over-all performance of the organization. MELODY P. DE JESUS, MM_2021 09/24/2024 4  MEDICAL OFFICE MANAGERS Medical office managers coordinate medical and health services in a facility, department, or medical practice. A big part of their job is keeping up to date on changing healthcare technology, laws, and regulations. The responsibilities of a medical office manager include: Training, supervising, and scheduling staff. MELODY P. DE JESUS, MM_2021 09/24/2024 5  RULES OF MEDICAL OFFICE MANAGEMENT Managers are not only responsible for the overall operations of a business, but also are responsible for the success of their employees. They need to motivate and supervise their teams, distribute the workload, and coordinate with staff to guarantee smooth operations of their medical office. By understanding each employee’s job function, an office manager can better manage, motivate and train each staff member. Office managers can also improve scheduling processes when they have an in-depth understanding of each job and its function. MELODY P. DE JESUS, MM_2021 09/24/2024 6  RULE #1 KNOW JOB FUNCTIONS No matter how big or small one can contribute to the success of an organization, every job in the medical office is equally important. In order to effectively manage a medical office, the medical office manager must have an in-depth understanding of each job and its function. Understanding each job function is vital to train, motivate, and manage employees properly. A manager must be fully aware of what is required for each job function. Having a broad knowledge of each job and its function can lead to a great team that can easily meet a company’s bottom line. MELODY P. DE JESUS, MM_2021 09/24/2024 7  RULE #2 DISTRIBUTE THE WORKLOAD As a manager, you need to ensure each role is adequately filled every day by using medical office scheduling software. Healthcare employee scheduling software can give you a bird’ s- eye view of each job that is being filled and allows you to ensure that you are not over or understaffed. This software allows to manage time off for every employees rather than using pen and paper to track any information. Employees can have access to their schedules from any device and can plan their personal lives accordingly. MELODY P. DE JESUS, MM_2021 09/24/2024 8  RULE #3 COMMUNICATE EFFECTIVELY Effective communication is more than just talking and listening to one another. It means fostering mutual respect between staff and management. It is the responsibility of the medical office manager to set the tone for effective communication and use it wisely for the benefit of the office. To communicate effectively, do the ff:  Listen  Establish Expectations  Establish Expectations 09/24/2024 9 MELODY P. DE JESUS, MM_2021  RULE #3 CONT Remember: Avoid micromanaging--- it can cause employees to feel disrespected and mistrusted. Medical office managers should allow employees to do their job with little interference from management. Doing so encourages mutual respect and can increase productivity. MELODY P. DE JESUS, MM_2021 09/24/2024 10  RULE #4 TRUST YOUR EMPLOYEES Micromanaging employees can cause an office manager to end up with the reverse effect of what they intended. Each employee has a different personality and a different job function, which can result in them having a diverse work style. Employees are much more productive and effective at their job when they feel trusted to make decisions and are granted the opportunity to be responsible or their own work. Giving feedback regularly, and being known that they are being observed and being held accountable MELODY P. DE JESUS, MM_2021 09/24/2024 11  DUTIES OF MEDICAL OFFICE MANAGER As a medical office manager, you should demonstrate excellent organizational skills and the ability to perform well in stressful situations. It also requires knowledge of healthcare systems operations. Ultimately, one should be able to ensure steady workflows and uninterrupted service in a medical facility. The following are the Duties and responsibilities of an Office Manager: 1. Monitor budget and billing payments 2. Order medical and office supplies 3. Develop and implement office policies and procedures MELODY P. DE JESUS, MM_2021 09/24/2024 12  DUTIES OF MEDICAL OFFICE MANAGER 4. Supervise office staff, including receptionists, secretaries and cashiers 5. Maintain medical and staff records 6. Liaise with doctors and nurses to identify potential office dysfunctions 7. Arrange cleaning staff and emergency maintenance services as necessary 8. Provide informative material for patients 9. Generate inventory records 10. Ensure compliance with current healthcare regulations, medical laws and high ethical standards MELODY P. DE JESUS, MM_2021 09/24/2024 13  RULES OF MEDICAL OFFICE MANAGEMENT References 1. https://buddypunch.com/blog/golden-rules-of-managing-a-medi cal-office-scheduling/ 2. https://resources.workable.com/medical-office-manager-job-des cription 3. MELODY P. DE JESUS, MM_2021 09/24/2024 14 MELODY P. DE JESUS, MM_2021 09/24/2024 15