Managing a small medical office means juggling a wide range of responsibilities, from keeping daily operations running smoothly to staying on top of billing, compliance, and patient satisfaction. This cheat sheet is designed to help you stay organized, prioritize your workload, and make sure nothing falls through the cracks. Whether you’re opening the office for the day or planning for the year ahead, you’ll find a quick, practical guide to keep you and your practice on track. Use this checklist daily, weekly, monthly, and beyond to keep everything running efficiently—and to make your role as office manager just a little bit easier.

📋 Medical Office Manager Administrative Checklist

Daily Tasks

☐ Open office: Check voicemails, emails, and overnight messages
☐ Confirm today’s appointments and cancellations
☐ Ensure front desk is staffed and ready
☐ Review and resolve billing/payment issues
☐ Check patient charts for completeness before visits
☐ Verify insurance information for scheduled patients
☐ Monitor office cleanliness and supply levels
☐ Communicate urgent updates to staff and providers

Weekly Tasks

☐ Process payroll or submit time sheets
☐ Hold a brief staff meeting or check-in
☐ Review and follow up on insurance claims and billing
☐ Order office and medical supplies as needed
☐ Update patient records and file paperwork
☐ Verify compliance with HIPAA and safety protocols
☐ Review financial reports and outstanding invoices
☐ Confirm upcoming appointment schedules are filled

Monthly Tasks

☐ Reconcile bank statements and financial records
☐ Meet with providers to discuss operational updates
☐ Analyze billing and collections reports
☐ Review and update employee schedules
☐ Conduct inventory checks for office and medical supplies
☐ Update training materials and review staff certifications
☐ Monitor patient satisfaction surveys and feedback
☐ Audit compliance with OSHA and HIPAA standards

Quarterly Tasks

☐ Review insurance contracts and vendor agreements
☐ Conduct a staff performance review or check-in
☐ Update office policies and procedures if needed
☐ Plan or review marketing and patient outreach efforts
☐ Schedule deep cleaning of the facility
☐ Organize continuing education sessions for staff

Annual Tasks

☐ Renew business licenses and professional certifications
☐ Evaluate service contracts (e.g., cleaning, shredding, IT support)
☐ Conduct a full office compliance audit
☐ Review patient volume and financial goals
☐ Plan annual staff performance reviews
☐ Update emergency preparedness plans
☐ Budget planning for next year

✅ Quick Tips for Staying Organized

☐ Use a master calendar (paper, digital, or both)
☐ Set weekly reminders for recurring tasks
☐ Create checklists for daily and monthly routines
☐ Document procedures clearly for coverage during absences
☐ Communicate openly with your team about priorities and changes
☐ Schedule “admin blocks” of time without interruptions