Job Descriptions for Medical Office Staff

Update and Use Job Descriptions to Hire the Best Medical Office Staff

Happy young female nurse holding file while consulting with doctor in clinic
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Hiring the best medical office staff is essential for any successful practice. An updated and complete job description can help you find candidates who have the skills and qualities that are important for each position on your medical office staff.

First impressions are lasting ones. Your customers receive first impressions about your medical practice from your office staff, making them the most valuable resource within the organization.

Refine the Job Description When You Have an Opening

Whether you are replacing a current position or adding additional staff, there are certain criteria you need to look for in a candidate that vary by position. That is why it is important to evaluate and accurately define the job description for each position before beginning the hiring process.

Components of a Job Description

A job description should have five critical components.

  1. Heading: the heading should include the job title, organizational structure or reporting information, pay grade and pay range, and hours and/or shifts.
  2. Objective: the objective or summary should include general responsibilities and descriptions of the purpose of the position, and job expectations.
  3. Qualifications: the qualifications should include education, experience, training, knowledge, skills, and abilities.
  4. Job Duties and Responsibilities: the job duties and responsibilities includes a list of the tasks that will comprise of at least 95% of the work done.
  1. Special Conditions: the special conditions includes any conditions that are applicable to the job such as heavy lifting, travel requirements, etc.

Job Description Examples for Medical Office Positions

Learn about the education, training, and certification requirements for positions commonly found in a medical office.

Use these job profiles to update your job descriptions.

Medical Office Managers: The medical office manager is ultimately responsible for the success of the entire staff. Managers are required to distribute the workload, motivate and supervise staff, and coordinate the smooth operations of the office. In addition to being responsible for the success of the office staff, medical office managers are responsible for the financial performance of the medical office.

Medical Receptionists: Medical office receptionists are usually the first contact the patient has with your office. They are not just answering the telephone or greeting patients. Receptionists are also responsible for scheduling appointments and obtaining patient demographic information. They need to be able to keep up with the fast-pace of a medical office as well as pay great attention to detail. Medical terminology and familiarity of medical procedures are desirable knowledge necessary for the position.

Medical Assistants: The job duties of medical assistants can vary due to the size of the medical office. In a small office, a medical assistant can be responsible for clerical duties from reception and scheduling to clinical duties including but are not limited to obtaining blood pressure, temperature, and pulse.

In a large office, ​a medical assistant will usually only perform clinical duties. Depending on the specific area of medicine, they may assist the physician in examinations or minor office surgery. This position usually requires a two-year degree from a community college.

Medical Billers: The role of a biller in a medical office is not limited to patient and insurance billing. Depending upon the size of the office, medical billers may also be responsible for managing patient records and other office tasks. In smaller offices, the biller may have the role of receptionist and medical assistant.

Medical billers must be knowledgeable in ICD-9, HCPCS, and CPT codes, medical terminology, the claims processes for multiple insurance payers, and payment processing.

A degree in business or accounting is preferable for a biller since they are responsible for the revenue of the office which is a critical aspect of the medical office.

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