5 HR Tasks for Medical Office Managers

Managing Human Relations in the Medical Office

Managers have a challenging position within the Medical Office. Managers are required to distribute the workload, motivate and supervise staff, and coordinate the smooth operations of the office. In addition to all of the other responsibilities, they also must perform several Human Resource Management tasks. 

In larger organizations, the medical office manager must collaborate and make joint decisions with the HR Manager. Smaller organizations don't usually have a separate HR department. They have the authority to make most decisions without interference.  Here are five HR tasks for medical office managers. They have the authority to make most decisions without interference.  Here are five HR tasks for medical office managers.

1
Employee Recruitment for the Medical Office

Medical Staffing
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Customers of a medical office are not typical customers. They are patients that expect the highest quality of care and some may be in the midst of a medical crisis which requires delicate handling. Not only is it important for the staff to have certain professional skills and strengths, but it is also imperative that they understand that patient lives are reliant on the quality of their work.

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. It is helpful for the medical office manager to know what skills are important for each position to evaluate and accurately define the job description before the hiring process.

With the ongoing changes in healthcare, position descriptions and job duties should be updated annually so you are ready to recruit in case of a vacancy.

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2
Employee Benefits

health insurance
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Employees view the benefits package, in addition to salary, as a significant factor in their decision to apply for or accept employment within an organization. Quality employees can be a lot easier to recruit if your medical office is offering an attractive benefits package. Being competitive in securing and maintaining quality employees is an essential piece helping to meet the goals of the medical office.

Determining employee compensation does not only involve deciding an hourly rate or pay ranges for each position within your medical office staff. Compensation also includes benefits in any form other than the salary that is paid to the employee. This includes benefits such as paid holidays, health insurance, and life insurance. 

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3
Developing Highly Trained and Motivated Employees

Doctor and Patient
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Your medical office staff is your greatest asset.  Sometimes managers forget to focus on protecting this asset by building, maintaining and developing the people that the organization relies on to follow and carry out their goals. The medical office manager is ultimately responsible for the success of the entire staff.The strength of your team depends on how much effort you place in training and motivation.

Training should be a never-ending process. In the ever-changing field of healthcare, there is always something that can be presented or reintroduced to your staff. Billing and coding staff must be kept up-to-date on changes. Clinical staff needs ongoing training in developments for their profession. All staff needs ongoing training on safety, infection control, and patient privacy.

 It is also one of your many responsibilities to find ways to motivate your employees. A motivated employee is one that feels a sense of pride in what they do every day. 

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4
Communicating Policies to Office Staff

Staff meeting
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Everyone in the medical office must be fully made aware of the policies and procedures.There are many reasons why this is a vital HR task that must be performed on a continual and constant basis. The health care industry is filled with federal, state and local regulations as well as many legal aspects that must be understood and followed.  Patient rights such as the right to privacythe right to informed consent, and the right to emergency treatment are examples.

In addition to these external factors, the medical office manager must also communicate the information that supports the companies goals, mission, vision, and values.  Effectively communicating this information contributes to the success of the medical office.  

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5
Measuring and Evaluating Employee Performance

Employee Evaluation
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Measuring and evaluating employee performance serves several purposes for both the employee and the medical office manager.

  • Provides feedback to employees regarding the quality of their work
  • Provides an opportunity to identify areas that can improve performance
  • Provides the basis for annual incentive or market increases

It is important to measure and evaluate employee performance at least one a year. In addition to work performance, it should also include how well employees follow policies and procedures, demonstrating initiative to perform tasks that exceed  expectations and a commitment to excellent customer service.

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