Medical Office Manager

Health care is a business and it requires effective management to keep things running smoothly. Medical office managers—sometimes referred to as medical or health services administrators or managers—oversee the operations, human resources, records, financial and other functions of health care organizations. Whether in a general or specialized clinic or in a hospital, the medical office manager holds perhaps the most pivotal role in maintaining profitable operations and delivering top quality care.

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According to a 2006 survey by the Professional Association of Health Care Office Management (PAHCOM), more than half of medical office managers performed the following responsibilities:

• Establish office policies
• Conduct staff meetings
• Evaluate, hire or terminate employees
• Prepare payroll
• Manage compliance issues
• Oversee insurance and HMO contracts
• Order supplies
• Prepare budgets
• Manage accounting functions

An office manager might run the business affairs of small medical groups but leave policy decisions to the physicians. Larger organizations usually employ a manager who formulates business strategies, coordinates day-to-day business and directs assistant managers responsible for specific clinical areas.

Medical office managers are often responsible for millions of dollars in facilities and equipment and hundreds of employees. To work effectively, they need to remain open to different viewpoints and be good at analyzing information. They must also possess strong leadership abilities to motivate others to implement their decisions.

Workplace

In 2006, almost 40 percent of medical office managers worked in general medical and surgical hospitals. About 10 percent worked in physicians' offices, and the remainder worked mostly in nursing-care facilities or home health care services. Some managers enjoy comfortable, private offices; others share space with other managers or staff.

Most office managers work long hours. Nursing care facilities and hospitals operate around the clock, and managers may be called at all hours to deal with problems. They may also travel to attend meetings or inspect satellite facilities and spend considerable time walking to consult with coworkers.

Education and Training

Historically, medical offices were managed by a medical secretary who received on-the-job training and advanced through the ranks. Due to the complexities and rapid growth of the medical field, most medical offices now employ a formally trained manager.

Medical office management training runs the gamut from one-year certificate programs to master's and doctoral degree programs in health administration. They commonly offer courses in medical terminology, medical law and ethics, billing and collections, office management, business communication and human resources. Medical office managers are also versed in state and federal health care regulations and programs (for example, HIPAA, OSHA and Medicare), salaries and benefits, physician recruitment, managed care, facility management, malpractice issues, records management and coding.

While a master's degree is the standard for most generalist positions in large organizations, a bachelor's degree is adequate to gain positions in smaller facilities or at the departmental level within larger organizations. Some physicians' offices and other facilities may substitute on-the-job experience for formal education.

Licensing and Certification

All states require medical office managers in nursing care facilities to hold a bachelor's degree, pass a licensing examination, complete a state approved training program and pursue continuing education. Some states also require licenses for assisted living facilities. A license is not required in other areas.

The designation Certified Medical Manager (CMM) is available to those who pass an examination covering 18 areas of medical practice administration. A minimum of three years' experience in the health care field and 12 course hours in health care or business management are required to take the exam. This requirement is reduced by one hour for each year of experience above the three-year minimum. Retention of the CMM certification requires 24 hours of continuing education every two years.