Medical office administrators (sometimes called medical secretaries or medical office assistants) are responsible for managing the administrative duties of a medical practitioner's office. The main objective of a medical office administrator is to ensure that all administrative duties of the medical office are handled properly and efficiently, that the office runs smoothly, and that all patient needs are met. Their responsibilities include answering phone calls, creating and managing patient files, scheduling and confirming appointments and handling billing issues. Medical office administrators also keep the main waiting area clean and inviting, making sure to have magazines and other reading materials available for patients as they wait. Additionally, medical office administrators must maintain calendars and appointments for the medical professionals who work in the office. The medical office administrator is often the first person that a patient sees when they arrive at the doctor's office. They are in charge of checking patients in, providing forms to patients, answering any questions, and helping patients to feel comfortable as they wait for their appointment.
Medical office administrators typically work in physician's offices, but they may also work at hospitals, urgent care clinics, assisted care facilities, or other medical facilities. They work with a wide variety of medical professionals including doctors, nurses, physicians, emergency response teams, and assistants. Additionally, medical office administrators work directly with patients, their families, and insurance representatives. These administrators generally work during regular business hours, but they may work nights and/or weekends depending on their employer.
Medical office administrator jobs typically require at least a high school diploma or equivalent, along with experience working in a clerical environment. A general knowledge of medical billing and assisting is a plus.
Medical Office Administrator Tasks
- Ensure compliance and maintain awareness of payer and reimbursement policies, coding guidelines and health insurance changes.
- Maintain organizational policies and procedures for the clinic.
- Oversee day-to-day operational and staffing activities.
- Administer fiscal operations; including accounting, planning budgets and coordinating financial reporting.