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Home » topics » Managing the office
MANAGING THE OFFICE

17 projects for the last quarter of 2023

4:34 pm by

As we start the last quarter of the year, it’s time to plan the projects that need to be done before we close out 2023. Here’s a list to consider. Financial Review: a. Review the year-to-date financial statements to assess the financial health of the practice. b. Prepare a budget for the upcoming year, considering revenue, expenses, and capital investments. Insurance Contracts: a. Review and negotiate contracts with insurance providers for the next year. b. Ensure that all current contracts are up to date and compliant with regulations. Staff Evaluations: a. Conduct performance evaluations for staff members. b. Set goals and expectations for the upcoming year. c. Identify training and development needs for staff. Compliance and Regulatory Updates: a. Ensure that the practice is up to date with all healthcare… . . . read more.

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YOUR CAREER

Should I take a ‘dry’ promotion (without a raise)?

11:47 am by

By Lynne Curry Question: An email with the subject line “good news” arrived in my inbox from my supervisor this morning. The good news I hoped for flashed across my mind as I imagined him saying he was moving to another state, and I’d be getting a new supervisor. He didn’t like me, and I didn’t like him. Instead, he told me I was being offered a promotion. He didn’t look pleased but said, “congratulations,” and handed me the paperwork I needed to sign “to make it official”. “Who’s my new supervisor?” “You’ll still report to me.” “What’s the raise?” “About that. This is a dry promotion.” “A what?” “A promotion without a raise. They happen all the time.” “You’re kidding.” “No. But you can always turn it down.” I… . . . read more.

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Make a good impression with your email closing

10:21 am by

How you end a business email can leave a lasting impression on the recipient. The right closing can make your email feel more professional and polished, while a poor closing can detract from the message you’re trying to convey. In this article, we’ll explore some tips and best practices for concluding your business emails in a way that leaves a positive impression on your recipients. Use a Professional Closing Your email closing should reflect the tone of your message and the relationship you have with the recipient. If you are writing a formal email, use a professional closing such as “Sincerely,” “Best regards,” or “Kind regards.” These closings are neutral and formal, and they convey professionalism and respect. Match the Tone of the Message If you are writing a more… . . . read more.

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PURCHASING

How to make your medical office a little greener

12:37 pm by

In today’s world, environmental sustainability is not just a buzzword; it’s a responsibility that every industry must shoulder, including healthcare. Medical offices play a vital role in the well-being of patients, but they also have a significant impact on the environment. As a medical office manager, you have the power to lead the charge in reducing your office’s environmental footprint. Consider these practical ways to embrace eco-friendly practices and contribute to a healthier planet, but be sure to comply with all infection control standards: 1. Waste Reduction: Minimizing Medical Waste Medical offices generate substantial amounts of waste, including single-use plastics, packaging, and biohazardous materials. By implementing waste reduction strategies, you can make a tangible difference: Recycling Program: Set up a comprehensive recycling program for paper, plastics, and glass. Make sure… . . . read more.

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3 top tech trends in healthcare administration for efficiency and patient care

2:27 pm by

In an era of rapid technological advancements, medical office managers find themselves at the crossroads of adopting innovative solutions to streamline operations, enhance patient care, and ensure compliance. Here are three top trends revolutionizing medical office operations. AI-Powered Scheduling: A Precision Approach to Appointment Management One of the most time-consuming tasks in a medical office is scheduling appointments. Traditional methods often involve manual input and coordination, which can result in errors and inefficiencies. Enter AI-powered scheduling systems. These intelligent platforms leverage algorithms to match patient preferences with available time slots, minimizing wait times and optimizing office resources. The benefits of AI-powered scheduling are manifold. Patients can conveniently book appointments online, reducing phone traffic and administrative workload. These systems can also send automated reminders and follow-ups, reducing no-show rates. Furthermore, AI… . . . read more.

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MANAGING THE OFFICE

10 steps to medical supply and inventory management

3:36 pm by

Efficient management of medical supplies and inventory may be one of your jobs as a medical office manager. In a typical medical office, the responsibility for stocking medical supplies can vary depending on the size of the office, its organizational structure, and its specific practices. Generally, both the medical office manager and the clinical staff play roles in ensuring that medical supplies are adequately stocked and available for patient care. Medical office manager: The office manager typically oversees the administrative and operational aspects of the medical office. This can include tasks such as inventory management, ordering supplies, and maintaining relationships with suppliers. The office manager often collaborates with the clinical staff to determine the types and quantities of supplies needed based on patient volume and the services offered. Clinical staff:… . . . read more.

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EMERGENCY PREPAREDNESS

Before, during and after a flood: Is your medical office prepared?

12:49 pm by

Flood preparedness is an ongoing process. Regularly review and update your flood preparedness plan to ensure it remains effective and aligned with any changes in your medical office’s operations and environment. Pre-Flood Preparedness: Risk Assessment: Identify flood-prone areas near the medical office and assess the likelihood of flooding. Emergency Contacts: Maintain a list of emergency contacts, including local authorities, emergency services, and utility companies. Emergency Response Team: Designate a team responsible for managing flood situations, including medical personnel and administrative staff. Communication Plan: Develop a communication plan to quickly inform staff, patients, and relevant stakeholders about flooding and evacuation procedures. Evacuation Routes: Establish clear evacuation routes and assembly points for staff and patients in case of flooding. Patient Records and Data: Ensure patient records and electronic health records are backed… . . . read more.

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PRODUCTIVITY

Try the Inbox Zero method to bring those emails under control

10:34 am by

Is your email inbox a stress-inducing mess of unanswered emails? Here’s something you can try to put it in order and keep it that way. Inbox Zero is a time management and email productivity strategy developed by productivity expert Merlin Mann. The concept revolves around the idea of keeping your email inbox empty or close to empty by consistently processing and organizing your incoming emails. The goal is to reduce email-related stress, improve efficiency, and prioritize tasks effectively. Here’s how Inbox Zero works: Process Emails Regularly: Instead of letting emails accumulate, set specific times during the day to process your inbox. This could be in the morning, afternoon, and before you finish work. Act, Delete, Delegate, or Archive: When you open an email, immediately take action on it. If it… . . . read more.

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PRODUCTIVITY

Leveraging voice technology for streamlined operations

6:01 pm by

Voice technology, powered by sophisticated natural language processing and artificial intelligence, has emerged as a powerful tool that can revolutionize the efficiency and productivity of medical office management. Here are some ways in which voice technology can be harnessed to optimize workflow, improve patient interactions, and streamline administrative tasks. 1. Streamlined Appointment Scheduling Voice technology can significantly simplify appointment scheduling processes. With voice-activated virtual assistants, such as chatbots or interactive voice response (IVR) systems, patients can call in and effortlessly book appointments. These systems can access the office’s scheduling software, find suitable openings, and confirm appointments, reducing the need for manual intervention. This automation not only frees up staff time but also enhances patient satisfaction by providing a convenient and efficient booking experience. 2. Efficient Documentation and Note-taking Medical office… . . . read more.

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EMERGENCY PREPAREDNESS

Be ready for disaster with an emergency preparedness plan

1:27 pm by

From power outages to rainstorms, earthquakes to wildfires, the unexpected can happen. That’s why your office needs a comprehensive emergency preparedness plan is essential. Here are key steps in establishing a plan. 1. Assess Vulnerabilities: Begin by identifying potential risks that could impact your office, such as natural disasters (earthquakes, floods, hurricanes), power outages, fires, or even public health emergencies like pandemics. Tailor your preparedness plan to address these specific scenarios. 2. Develop an Emergency Response Team: Designate a team of individuals responsible for coordinating emergency responses. Assign roles such as emergency coordinator, medical responders, communications officer, and evacuation leader. Ensure team members receive proper training and drills. 3. Create Emergency Protocols: Draft clear and concise emergency protocols for different situations. Include step-by-step instructions on evacuation procedures, patient care during… . . . read more.

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