How to become A Medical Office Manager

When people undergo health challenges and overcome them, they naturally develop respect for their physicians and nurses but may not always realise the crucial role of supporting staff in their treatment and recovery. Medical Office Managers are healthcare professionals who contribute to patient wellbeing by coordinating the daily functioning and maintenance of medical facilities. They ensure the smooth sailing of the diverse processes in the healthcare system.

• Health Service Manager 

• Health & Social Service Manager 

• Medical & Health Services Manager 

• Healthcare Administrator 

• Healthcare Manager

What do Medical Office Managers do?

A Medical Office Manager would typically need to:

• Plan, oversee and coordinate the daily activities of staff at a medical facility to ensure that patients receive efficient, excellent and cost-effective care

• Schedule patient appointments to optimise the availability of physicians, resources at the facility, and patient satisfaction

• Maintain and update the financial and personal records of patients and staff; maintain data confidentiality following regulations

• Ensure that the health information systems remain complete, accurate and secure

• Verify patient insurance by contacting the insurance company; facilitate the billing process for patients

• Hire, schedule and supervise skilled office staff, including cashiers, secretaries and receptionists; train them in office systems, facility policies & procedures and tasks 

• Monitor the budget for equipment, supplies and materials; manage inventory, place orders and manage billing matters; liaise with vendors & contractors

• Ensure that the facility functions in compliance with medical, and health & safety legislation and upkeeps the highest ethical standards

• Develop office policies and procedures; implement and follow up on them

• Liaise with doctors and nursing staff to detect and prevent potential office dysfunctions

• Carry out or supervise administrative work, such as bookkeeping, mail distribution and office maintenance

• Upkeep the medical facility by arranging cleaning staff & supplies; ensure that all equipment is in working order by organising preventive or emergency maintenance 

• Handle corporate affairs by attending investor and board meetings and acting as spokesperson when needed

Medical Office Managers are usually based in an office environment located in hospitals, clinics, or other community healthcare facilities.

Your work may sometimes require you to travel between sites.

Medical Office Managers typically work full-time 37 to 40 hours per week from Monday to Friday, 9 a.m to 5 p.m. Depending on your role or specialisation, you may need to cover shifts and work during evenings or weekends, particularly in hospitals or nursing homes that remain open round-the-clock. You may also need to stay on call to attend to emergencies.

Part-time work and job sharing are also possible.

Finding a new job might seem challenging. Medical Office Managers can boost their job search by asking their network for referrals, contacting healthcare facilities directly, using job search platforms, going to job fairs, leveraging social media, and inquiring at staffing agencies.

Medical Office Managers are generally employed by: 

• Hospitals & Clinics

• Physicians’ Offices

• Nursing & Residential Care Facilities

• Government Agencies

• Outpatient Care Centres

Healthcare associations provide unparalleled networking and educational opportunities. They offer all the certification courses members will need throughout their professional careers. Affiliated Medical Office Managers may attend conventions, seminars, and dinners frequented by peers, mentors, and other industry leaders. The events help them keep up with the newest breakthroughs and latest developments in the field, including plum jobs.

• Heavy workload, which causes a lack of work-life balance 

• Stress due to unexpected staff shortages

• Exposure to infectious diseases and hazards

• The need to stay updated with continuously evolving health laws and procedures

• The need to remain on call in case of emergencies

• Delays caused due to technology disruption as well as inadequate training and knowledge in the use of systems

To show their commitment to the long qualifying period, every applicant to a medical program needs work experience in their local hospital, doctor's surgery, nursing home, or mental health trust. It will help them understand some of the physical and emotional demands of a career in medicine.

Some teaching hospitals also offer work experience in their healthcare departments, specifically for secondary school students interested in a medical degree and a career as a Medical Office Manager. It can be a helpful way to gain insight.

Work placement, internships or volunteer work in the healthcare sector will demonstrate your commitment to course or service providers and potential employers. At the same time, the experience will help you gain essential technical skills and acclimatise to a professional working environment.

Employers prefer Medical Office Manager candidates with experience working in clinical roles or healthcare management and administration at a healthcare facility. Working in entry-level positions, such as medical records & health information technicians, administrative assistants, or financial clerks at a medical practice, will give you an insight into working in an office environment and the tasks involved, such as scheduling. Experience working as nurses, doctors and therapists may allow you to switch to managerial roles, as will management experience in other sectors. 

Read about the profession and interview or job shadow experts working in medical office management. Learn medical terminology and familiarise yourself with the various styles of healthcare facilities and medical practices.

While an associate degree may be acceptable for some jobs, aspiring Medical Office Managers typically need the minimum of a bachelor’s degree. You may choose to major in healthcare-related majors such as health administration, nursing, public policy and social services, or business-related majors such as accountancy, human resource management, and purchasing & supply chain management. 

You may also opt for a degree that combines business and healthcare management and offers courses in medical terminology, hospital organisation, and health information systems.

A master’s degree may be preferred by some employers and may be helpful for career progression. 

Most employers do not require a Medical Office Manager to acquire any specific certification. However, voluntary certification demonstrates a Medical Office Manager’s competence in a skill set, typically through work experience, training, and passing an examination. It also increases the chances of career advancement. You may opt for certification in medical management, health information management certification, nursing home or assisted living administration offered online by professional organisations and training institutes or through classes at community colleges.

It may be mandatory for aspiring Medical Office Managers to have a bachelor’s degree and experience working in healthcare alongside completing a training program and passing any relevant licensing exam after fulfilling its prerequisites. 

Performance, experience, and the acquisition of professional qualifications drive career progression. Employees with consistently high levels of performance may be eligible for promotion every two to three years. Your area of specialisation, ability to work in a community, geographical mobility, and hospital setting will determine the opportunities in your career path. 

With a master’s degree, Medical Office Managers may advance to higher-paying positions with more responsibility and even top-level executive positions. Earning professional qualifications in relevant specialist areas may facilitate your movement into human resources or finance, vital functions for you to be familiar with if you rise to senior positions. You may, for instance, progress to take charge of hospital-wide information systems. 

You may also achieve career progression by gaining experience in different areas of health service management. You may rise to the role of Director or Chief Executive within ten years of training and initial job placement. Fast-track schemes may shorten this period. In a private setting, large organisations offer good prospects for promotion, provided you are ready to change your location or employer.

Candidates with a master's degree in healthcare management or a related field and an excellent grasp of healthcare IT systems have the best job prospects. Geographical mobility may enhance your job opportunities. 

Continuing professional development (CPD) is essential in the healthcare sector for public wellbeing and career progression. It embraces several new learning objectives, educational methodologies, and novel technological developments.

Although relevant experience may be a prerequisite to apply for the role of a Medical Office Manager, your employer will typically also provide you training on the job to familiarise you with the procedures and policies of the specific healthcare facility you wish to join. You will learn about the administrative tasks involved, such as maintaining and updating medical records, bookkeeping, making copies, sending faxes, filing, and answering queries over the phone or via email. A significant component of your training would be learning how to welcome patients  and ensuring that they and their caregivers receive efficient and timely service. You would also learn about appointment booking and insurance verification. Through your training period, you will typically receive mentoring and support from experienced managers across diverse areas in the field.

Professional development courses in management, finance, human resources, healthcare policy or healthcare information & technology help Health Service Managers update their skills to advance to top executive positions quickly.

As part of your continuing education (CE) and depending on your specialisation, you may choose to earn a master’s degree or a professional qualification in health services management.

Potential Pros & Cons of Freelancing vs Full-Time Employment

Freelancing Medical Office Managers have more flexible work schedules and locations. They have full ownership of the business and can select their projects and clients. However, they experience inconsistent work and cash flow, which means more responsibility, effort and risk.

A full-time Medical Office Manager, on the other hand, has company-sponsored health benefits, insurance, and retirement plans. They have job security with a fixed, reliable source of income and guidance from their bosses. Yet, they may experience boredom due to a lack of flexibility, ownership, and variety.

When deciding between freelancing or being a full-time employee, consider the pros and cons to see what works best for you.

Tools of the Trade

Cloud-computing technology enables Medical Office Managers to access and deliver computing services and resources using online platforms, databases, and analytics.
Records of patients can now be maintained in digital and real-time format through electronic health records, which are patient-centred, as well as efficiently and securely available to authorised users. They are valuable tools to share information provided by a patient’s healthcare team with other healthcare providers, as necessary. 

Managerial Roles in Healthcare

There are various managerial roles within healthcare services, including people management, performance & quality management, project management, purchasing & contract management, resource & budget management, and strategic management.

AI developments are in progress to analyse and diagnose symptoms, thus assisting healthcare professionals in making accurate clinical judgements and providing efficient patient care.

Medical Office Managers are the backbone of any thriving healthcare system. Contemporary healthcare rests on sophisticated technology, which can both simplify and complicate your work. However, the right combination of education, experience, knowledge and skills will allow you to successfully ensure a smooth workflow and unhindered services at the medical facility where you work. The satisfaction stems from knowing that you did your best for every patient.

Tackle every task with full attention and effort and prioritise the needs of patients to keep the healthcare system running smoothly for all stakeholders. Remember that it is a challenging but rewarding field.