Medical Office Manager Job Description: Top Duties and Qualifications

Last updated: June 22, 2022

A Medical Office Manager, or Medical Practice Manager, oversees the completion of various administrative tasks within a medical office. Their main duties include managing patient records, handling payrolls, billings and office budgets and hiring and training administrative personnel.

 

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Medical Office Manager duties and responsibilities

A Medical Office Manager oversees the operations of a Physician’s practice. While a Medical Office Manager’s role may vary depending upon the practice they are in, their typical duties and responsibilities include: 

  • Hiring and training administrative staff
  • Evaluating staff performance
  • Scheduling staff for their work
  • Establishing office policies and procedures
  • Working with vendors to get needed equipment for the practice

 

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What does a Medical Office Manager do?

Medical Office Managers supervise and oversee the administrative staff in completing clerical duties for a clinic or hospital. They’ll typically hire and train the administrative team and will provide guidance on effective ways to complete various office tasks. 

Medical Office Managers are in charge of handling finances and expenses within the medical office. They’ll usually order office and medical supplies, build and maintain an office budget and manage patient billings. They often work at the front desk of the office, greeting patients as they arrive and making sure the area is clean, orderly and sanitized.

 

Medical Office Manager skills and qualifications

A Medical Office Manager should have numerous skills and qualifications to fulfill their duties. These may include:

  • Excellent customer service skills
  • Data management and organizational skills
  • Experience delegating and supervising office tasks to staff
  • Clerical training and experience
  • Ability to communicate with people with various levels of medical knowledge in both written and verbal forms
  • Diagnostic and problem-solving skills
  • Computer software proficiency
  • Emotional intelligence

 

Medical Office Manager salary expectations

A Medical Office Manager makes an average of  $49,515 per year. Salary may vary according to the seniority of the Medical Office Manager, education and geographic location.

 

Medical Office Manager education and training requirements

While the educational requirements for Medical Office Managers may vary, many employers require candidates to have a postsecondary education. A single practice office may have less stringent qualifications than a larger medical practice where you may need a certificate or associate degree focused on medical office management. Certificate programs offer training focused on billing, medical terminology, financial management, health insurance policies and marketing. A medical coding practicum may be part of a certificate as well. Associate degree programs offer many of the same subjects as certification programs plus courses in accounting for medical offices, health care technology, communication and medical ethics.

 

Medical Office Manager experience requirements

Employers prefer several years of related work experience for a Medical Office Manager position for someone with a bachelor’s degree. It is useful to have supervisory experience as a Medical Office Manager. Additional certification is useful such as the Professional Association of Health Care Office Management (PAHCOM) that offers certification as a Certified Medical Manager. To take the national certification exam, the applicant must have 3 years of experience working in a healthcare setting and earn 12 college credit hours in health services or business management. 

 

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Frequently asked questions about Medical Office Managers

 

Who reports to a Medical Office Manager?

The administrative team and any other non-medical staff members within a clinic usually report to the Medical Office Manager. They directly oversee Medical Office Administrators, who will handle basic clerical tasks like greeting patients, checking them in and scheduling appointments. Medical Office Managers usually hire and train team members to complete these tasks. They’ll continue to oversee the Medical Office Administrators’ performances after training them and will provide ongoing feedback on ways to improve.

 

What settings do Medical Office Managers typically work in?

There are many different types of healthcare facilities Medical Office Managers can work in. Most of them will serve in a clinical setting with several Physicians and Medical Office Administrators on staff. They’ll oversee their staffs’ performance and will fill in for Medical Office Administrators if the clinic is busy. Some Medical Office Managers will work in a smaller private practice, where there are only one or two Physicians on staff, so they’ll typically have fewer Office Administrators to oversee. 

Other Medical Office Managers may work in a hospital, where they’ll oversee a large team of Medical Office Administrators and must function in a more fast-pace environment. There are also Medical Office Managers who work in nursing homes or long-term care facilities, checking in patients’ family members and organizing files.

 

What's the difference between a Medical Office Manager and a Medical Assistant?

Though they both work in a healthcare environment completing administrative tasks and assisting patients, there are some key differences between Medical Office Managers and Medical Assistants when it comes to their job duties. A Medical Office Manager handles primarily clerical and administrative duties, checking in and scheduling patients for appointments. 

Once the Medical Office Manager has checked the patient in, the Medical Assistant will bring them to the exam room, gather their medical history information, then take their vital signs. A Medical Assistant works more closely with Physicians and Nurses, while a Medical Office Manager is a nonmedical staff member who works more closely with administrative personnel. 

 

What makes a good Medical Office Manager?

A great Medical Office Manager should have strong leadership skills to effectively guide and motivate their team members to efficiently complete their tasks. They should also have effective communication abilities, since they’re regularly greeting customers and interacting with both non-medical and medical personnel. Strong problem solving skills are also preferred in ideal candidates, as they must help their team members quickly and logically solve complex administrative issues as they arrive.

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