What Does a Medical Office Administrator Do?

Medicine is an art, a science, and a business. Every healthcare encounter has clinical, clerical, and financial components. The division of labor between the health and administrative team makes sense in an office setting because no one professional can be everything to everyone. As a medical office administrator, you’ll take the lead in the front office so that the clinical team can focus on what they do best.

What Does a Medical Office Administrator Do?

Medical office administrators handle a broad range of administrative tasks in healthcare settings. It’s a non-clinical, organizational role. Responsibilities include:

Answering the Phones

Answering the phone in a medical office requires training. Offices receive calls from people with urgent or emergency needs, so having a clinical background helps you triage inquiries and respond to them appropriately. You’ll direct patients to doctors, nurses, medical assistants and billing specialists based on patient needs, following protocols that ensure patient safety and confidentiality.

Scheduling

Medical office administrators work with providers to manage the appointment schedule. By making appointments thoughtfully, you’ll help optimize the use of healthcare resources, minimize unpleasant wait times, and ensure that patients receive the timely and appropriate care they deserve.

Medical Records Management

Effective recordkeeping is the cornerstone of quality care. Medical office administrators oversee electronic and paper record systems, ensuring that files are accurate, complete, organized, and secure. Duties include data entry and verification, responding to requests for records and other important requests.

Billing and Coding

Medical office administrators generate superbills at check-in. Used for reimbursement purposes, superbills track billing data for each encounter, including the date of service, the provider’s name, the patient’s insurance, and demographic information plus a checklist of coded medical services.

The billing codes are standardized for use by the insurance company in determining coverage and reimbursement amounts. An accurate superbill is essential for revenue and cash flow.

Ordering Supplies

No office runs without supplies. Medical office administrators help manage inventory, placing orders as needed to ensure a steady supply.

Where Do Medical Office Administrators Work?

Medical office administrators can work anywhere that healthcare is provided, but job descriptions may vary. Examples include:

Doctor’s Offices

Medical office administrators manage the flow of patients from arrival through check-out, you’ll have your hand in everything.

Check-in responsibilities include confirming personal and insurance information, obtaining signed consent forms, and collecting health data requested by the provider. Once the patient is handed off to a medical assistant for the clinical portion of the visit, you’ll complete any additional recordkeeping.

At check-out, you’ll collect the balance due and schedule a follow-up appointment, if necessary. Other duties include scheduling, managing the comfort, safety, and security of the waiting area, responding to record requests, transcription, and ordering office supplies. It’s a good working environment for those who want to use the widest possible range of their skills.

Hospitals

Hospitals hire medical office administrators in several capacities. A unit clerk, for example, supports the clinical staff by processing patient information, managing communication, providing hospitality services for families, and stocking supplies. Most departments, including inpatient and outpatient units, need strong administrative support.

Other roles in hospitals include that of patient representative. This role is a generalist who assists patients with registration, accessibility, and billing inquiries. You might work at the front desk, greeting people as they arrive while directing them to the appropriate department. Or you may help patients with financial issues by troubleshooting insurance claims and reconciling accounts.

Medical records clerks are also in demand in hospitals. The volume of data changing hands is enormous, so it takes a dedicated team to keep up with requests. In this position, you’ll access, store and secure records on behalf of patients and providers.

Hospitals are the ideal setting for medical office administrators who like fast-paced environments with lateral and upward advancement opportunities.

Clinics

Smaller than hospitals but larger than private practices, clinics hire medical office administrators to manage similar responsibilities. Days are usually more predictable than in hospitals but busier than in doctor’s offices. If you’re passionate about a specific type of healthcare, cardiology, urology, gerontology, or women’s health, working in a specialty clinic can be particularly rewarding.

Insurance Companies

Insurers collect and review mountains of medical data for the claims review process. Medical office administrators help by performing administrative tasks related to the reimbursement process. Duties include verifying patient coverage, obtaining medical records, data entry, and answering phones.

Billing Services

Many healthcare facilities are now outsourcing their billing work to private services. It draws a helpful line between the health and financial aspects of medical practice. Office administrators are hired to review records, communicate with providers, file insurance claims, and work with patients to resolve financial issues. If you have good communication skills and an aptitude for accounting, working for a billing company may be just what the doctor ordered.

How Do You Become a Medical Office Administrator?

It can take years to train for some jobs in the healthcare field, but you can become a medical office administrator in months by enrolling in a vocational school program. You’ll learn from seasoned instructors in an intimate setting, graduating with a diploma and the skills employers want most. Perks include financial aid, lifestyle-friendly schedules, and job placement services after graduation.

What Do You Learn During a Medical Office Administration Program?

Vocational medical office administration programs prepare students for success in entry-level positions. Designed for beginners, you don’t need to have any experience in the healthcare field. The curriculum covers:

Medical Terminology

You’ll learn the language of healthcare. The emphasis is on teaching students to decipher terms based on their roots, prefixes, and suffixes instead of memorization.

Students develop a working vocabulary that enables them to read documents, code insurance forms, and speak with clinical staff confidently. Also covered are accepted abbreviations, units of measure and spelling and pronunciation tips.

Anatomy and Physiology

Body structure and function are the foundation of healthcare. Through a fusion of classroom study and hands-on exercises in the laboratory, you’ll learn about anatomy and physiology in ways that apply directly to the medical office administrator’s role. Topics include normal and abnormal body function from the cellular to the system level.

Pathophysiology and Pharmacology

Office administrators have no medical responsibilities, but basic clinical know-how is essential to function in the role. Building on the anatomy and physiology course, pathophysiology and pharmacology instruction covers the most common disorders seen in medical practices. Topics include the symptoms, diagnoses, and treatments you’ll hear about at work.

Data Technology

Medical office administration programs teach students how to use electronic health records (EHR) and conventional filing systems. You’ll learn the ropes on the same type of practice management software you’ll use on the job.

Also covered are the types of electronic devices and equipment found in modern offices from keyboards to fax machines. Nothing will seem unfamiliar on your first day at work.

Medical Billing and Coding

In this class, students learn about the medical coding systems and billing software used to process insurance claims and invoices. Topics include the revenue cycle, reimbursement models, commercial and government insurance policies, billing formats, and claims forms. You’ll practice on simulated case studies.

Healthcare Law and Ethics

The healthcare industry is regulated by law and guided by moral judgment. The medical field is often a life-and-death field, it’s subject to ethical concerns. Students in this course discuss the legal and ethical rules that apply to medical settings from patient privacy to billing practices.

Administrative Practices

Office administration programs cover the fundamentals of clerical procedures in healthcare settings. You’ll learn everything from keyboarding skills and scheduling practices to patient registration, recordkeeping, and financial management protocols. Additional topics include communication, workplace diversity and accreditation criteria.

Professional Development

Vocational school programs teach more than practical skills, they show students how to position themselves for advancement. You’ll learn how to network while taking advantage of continuing education opportunities. By furthering your skills and cultivating workplace relationships, you’ll be in the right place at the right time when promotion opportunities arise.

Final Thoughts

Healthcare is a team sport, a partnership between clinical and administrative professionals. As a medical office administrator, you can support your neighbors and community in this vital role while enjoying the many benefits of a secure and growing field.

Want to Learn More?

All healthcare facilities, from hospitals and physician’s offices, to rehab centers, clinics, and every other type of medical practice, rely on skilled Medical Office Administration program to function. We’ll train you on a wide range of medical administrative practices and processes. Plus, you’ll get real-world experience through a 135-hour school externship in an actual healthcare facility. You’ll also interact with people from all walks of life, making your daily routine anything but dull.

So, let’s take the first step together! Contact us now to learn more.

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