Managing Office Procedures

There are a number of tasks that fall under the category of office procedures in the medical office. The proper execution of these tasks is necessary for the effectiveness and efficiency of the entire medical office. Having a detailed and well-developed policy and procedure manual in place that is readily accessible to the medical office staff can greatly ​strengthen the entire team.

1
Patient Scheduling Procedures

Doctor communicating to patient.
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Scheduling patient appointments should not be a battle, but sometimes it is a bit hectic. Creating a balance between seeing enough patients that meets the financial needs of the practice but still offers a high level of quality patient care can be challenging. Use these three simple steps to help your medical office ​manage scheduling conflicts.

2
Patient Record Procedures

Nurse talking to patient in doctor's office
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Many providers have been hesitant to take on the task of converting from the paper-based medical record system to the electronic health record. Making the change can be time-consuming and costly. Also, physicians and staff may have a difficult time transitioning to a new way of collecting and handling patient information. However, the benefits highly outweigh the challenges.

3
HIPAA Procedures

Patient filling the papers of insurance at the hospital
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Each medical office has a responsibility to their patients by federal law to keep their personal health information private and secure. Facilities seem to be at the mercy of their employees when it comes to making sure they are HIPAA compliant, however, the contrary is true. When the security of a patient's PHI is breached, it is an indication that there is a hole somewhere in their HIPAA compliance policy.

4
Patient Flow Procedures

Young woman and her son at the doctor
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From the time a patient schedules an appointment, arrives to the medical office, checks in for their visit, sits in the waiting area, waits in the exam room, is treated by a physician, checks out and pays, and finally leaves, only the patient knows whether the entire process flowed smoothly or not. Assess your patient flow to achieve patient satisfaction.

5
Employee Safety Precautions

Just like any other organization, there are safety and health hazards that can be found in the medical office. OSHA has five guidelines and standards that will help to minimize incidents and protect the employees of the medical office. 

6
Patient Safety Precautions

Nurse demonstrating proper disposal of medications, syringes.
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 You wouldn’t think of a doctor’s office as a place that would require a great deal of thought regarding patient safety, however, patient safety is a key element in creating a positive experience for not only the patient but their family, caregivers, the staff, and the physicians.

Considering all the aspects of patient interaction with the medical office, a lot could go wrong, but a proactive office manager and team will foresee these possible problems and remove or minimize possible complications.​

7
Reference Manuals

Every medical office should have several manuals that employees should be able to reference depending on the subject.  When employees have access to the proper tools that are required to perform their job duties, they are more efficient and reliable. 

8
Hosting Effective Meetings

Hospital board meeting to discuss financial issues
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Medical office staff meetings can be quite effective if utilized in an efficient and productive manner. Meetings are a great form of communication for the entire practice and should be held on a regular basis. When meetings are scheduled weekly, biweekly or even monthly, managers and staff can address issues within the office in a timely fashion.

Many times meetings can become ineffective when there isn't enough planning involved to accommodate time limitations or the information presented is not properly organized. Here are several ways you can host more effective medical office meetings.

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