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what are some skills I need to learn in medical office admin ?
I want to gain more knowledge and skills in this trade
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3 answers
Updated
Martin’s Answer
Very good questions, and I am going to try and address all three in one answer. There are many things that become a necessity to be successful in that position. Very Important is that you know and understand what each office worker does. Not always the nitty gritty, but the basics to understand patient care and flow. You must gain respect from ALL employees, otherwise it will cause decreased morale, lack of cooperation and could sabotage you and the practice. You must have an excellent grasp of medical terminology, medical billing and cash flow. Remember you are an integral connection between patients and providers and will be called upon to address any issues. You will have to have a thorough knowledge of your computer system for both documentation, financial and for problems with the system. Morale and respect are key issues when it comes to employees working at a practice, and while any "warm body" can be replaced, it takes time to gain their experience and knowledge of the daily operations. Numbers are very important in any business, but, if you do not have the cooperation of everyone you will never reach those numbers, no matter how hard you try. For example, my last administrator was past inadequate, he was incompetent. He was way over his head and totally failed in respect and decreased morale to below 0. He did not have a clue as to what each provider did and would frequently try to make decisions that were exactly opposite of what was needed. For example, we frequently had a very full schedule, but this practice had some outside contracts that allowed them to send people over without an appointment or notice. A few patients would not have caused a problem, but, he would allow 20+ at one time. There is limited staff to conduct the drug screens and vital signs necessary before a provider sees the patient. But, while everyone was already busy, he would stand in the hallway as a traffic cop trying to speed things up. All it did was cause major resentment, patient satisfaction and as providers we either ignored him, or totally disliked him. All his actions did was to further prove he had no idea of how the office should function and turned over many staff.
Start by learning about medical computer programming, being a good manager, accounting and finance. You will also need some skills in personnel. Learning to smile and be available to listen to anyone is a ket=y component. When you first enter administration, sit back, look around and not try to change everything. One key component I learned early on was that, I may have been the administrator, but I was working with people who knew their actual jobs better than I could imagine. I always work with these people to see what they can teach me, and when a change needs to be made, they are more open to work with you. You are new, they have been there awhile, sit back and see what they can teach you.
As a first job, it will be the one you can get. It will probably be in a small practice and not in a medical facility. Unless, you can arrange to do a "residency" in a facility and that time could prove very beneficial in securing a position. Just keep in mind there are multiple different levels of entering as a manager and you are competing with each. There is the OJT; vocational or college, master's prepared program, etc. So, unless you are extremely lucky and in the right place at the right time, you are going to bide your time until that higher and lucrative position becomes open.
Start by learning about medical computer programming, being a good manager, accounting and finance. You will also need some skills in personnel. Learning to smile and be available to listen to anyone is a ket=y component. When you first enter administration, sit back, look around and not try to change everything. One key component I learned early on was that, I may have been the administrator, but I was working with people who knew their actual jobs better than I could imagine. I always work with these people to see what they can teach me, and when a change needs to be made, they are more open to work with you. You are new, they have been there awhile, sit back and see what they can teach you.
As a first job, it will be the one you can get. It will probably be in a small practice and not in a medical facility. Unless, you can arrange to do a "residency" in a facility and that time could prove very beneficial in securing a position. Just keep in mind there are multiple different levels of entering as a manager and you are competing with each. There is the OJT; vocational or college, master's prepared program, etc. So, unless you are extremely lucky and in the right place at the right time, you are going to bide your time until that higher and lucrative position becomes open.
Thank you so much I appreciate you taking the time to respond and for the advice!
Veronica
Updated
Martin’s Answer
Very good question. There are many things that become a necessity to be successful in that position. Very Important is that you know and understand what each office worker does. Not always the nitty gritty, but the basics to understand patient care and flow. You must gain respect from ALL employees, otherwise it will cause decreased morale, lack of cooperation and could sabotage you and the practice. You must have an excellent grasp of medical terminology, medical billing and cash flow. Remember you are an integral connection between patients and providers and will be called upon to address any issues. You will have to have a thorough knowledge of your computer system for both documentation, financial and for problems with the system. Morale and respect are key issues when it comes to employees working at a practice, and while any "warm body" can be replaced, it takes time to gain their experience and knowledge of the daily operations. Numbers are very important in any business, but, if you do not have the cooperation of everyone you will never reach those numbers, no matter how hard you try. For example, my last administrator was past inadequate, he was incompetent. He was way over his head and totally failed in respect and decreased morale to below 0. He did not have a clue as to what each provider did and would frequently try to make decisions that were exactly opposite of what was needed. For example, we frequently had a very full schedule, but this practice had some outside contracts that allowed them to send people over without an appointment or notice. A few patients would not have caused a problem, but, he would allow 20+ at one time. There is limited staff to conduct the drug screens and vital signs necessary before a provider sees the patient. But, while everyone was already busy, he would stand in the hallway as a traffic cop trying to speed things up. All it did was cause major resentment, patient satisfaction and as providers we either ignored him, or totally disliked him. All his actions did was to further prove he had no idea of how the office should function and turned over many staff.
Updated
Aisha’s Answer
Hello Veronica,
To truly shine in the realm of medical office administration, it would be beneficial to cultivate the following abilities:
1. **Medical Terminology**: Get acquainted with the language of medicine, including common terms, abbreviations, and procedures. This will enable you to communicate more effectively with both healthcare professionals and patients.
2. **Administrative Skills**: Hone your organizational abilities, precision, and time management skills. These will allow you to handle scheduling, record-keeping, billing, and other administrative tasks with efficiency.
3. **Communication**: Boost your verbal and written communication skills. This will help you interact professionally with patients, healthcare providers, and colleagues.
4. **Technology Proficiency**: Become adept at using electronic health records (EHR) systems, scheduling software, and other medical office management tools. This will help streamline workflows and maintain precise records.
5. **Patient Service**: Master customer service techniques to ensure a positive experience for patients. This includes managing inquiries, scheduling appointments, and addressing any concerns.
6. **Medical Billing and Coding**: Get to know the ins and outs of medical billing and coding practices. This includes processing insurance claims, understanding reimbursement procedures, and ensuring compliance with healthcare regulations.
7. **Privacy and Confidentiality**: Grasp the significance of patient privacy laws (like HIPAA) and uphold strict confidentiality when dealing with sensitive medical information.
8. **Problem-Solving**: Cultivate your critical thinking and problem-solving skills. These will help you tackle issues that may arise in a medical office setting, such as scheduling conflicts or billing discrepancies.
9. **Teamwork**: Learn to work seamlessly with healthcare professionals, administrative staff, and other team members. This will ensure smooth operations and high-quality patient care.
10. **Continuous Learning**: Keep abreast of industry trends, regulations, and best practices. This can be achieved through continuing education opportunities, professional development courses, and obtaining relevant certifications.
By honing these skills, you'll not only enhance your proficiency in medical office administration but also play a crucial role in the smooth and effective running of healthcare facilities.
To truly shine in the realm of medical office administration, it would be beneficial to cultivate the following abilities:
1. **Medical Terminology**: Get acquainted with the language of medicine, including common terms, abbreviations, and procedures. This will enable you to communicate more effectively with both healthcare professionals and patients.
2. **Administrative Skills**: Hone your organizational abilities, precision, and time management skills. These will allow you to handle scheduling, record-keeping, billing, and other administrative tasks with efficiency.
3. **Communication**: Boost your verbal and written communication skills. This will help you interact professionally with patients, healthcare providers, and colleagues.
4. **Technology Proficiency**: Become adept at using electronic health records (EHR) systems, scheduling software, and other medical office management tools. This will help streamline workflows and maintain precise records.
5. **Patient Service**: Master customer service techniques to ensure a positive experience for patients. This includes managing inquiries, scheduling appointments, and addressing any concerns.
6. **Medical Billing and Coding**: Get to know the ins and outs of medical billing and coding practices. This includes processing insurance claims, understanding reimbursement procedures, and ensuring compliance with healthcare regulations.
7. **Privacy and Confidentiality**: Grasp the significance of patient privacy laws (like HIPAA) and uphold strict confidentiality when dealing with sensitive medical information.
8. **Problem-Solving**: Cultivate your critical thinking and problem-solving skills. These will help you tackle issues that may arise in a medical office setting, such as scheduling conflicts or billing discrepancies.
9. **Teamwork**: Learn to work seamlessly with healthcare professionals, administrative staff, and other team members. This will ensure smooth operations and high-quality patient care.
10. **Continuous Learning**: Keep abreast of industry trends, regulations, and best practices. This can be achieved through continuing education opportunities, professional development courses, and obtaining relevant certifications.
By honing these skills, you'll not only enhance your proficiency in medical office administration but also play a crucial role in the smooth and effective running of healthcare facilities.
Thank you so much for the advice I appreciate it!
Veronica