THE PERSONNEL IN THE

MEDICAL STAFF
OFFICE-
ADMINISTRATIVE
STAFF
F. THE PERSONNEL IN THE
MEDICAL OFFICE
The physician or healthcare provide is
usually the owner of the medical practice
and always the boss. The physician has the
best interest of his practice and patients as
his primary concern. They also determine
the culture of the practice and the resulting
interaction among the staff.
 There are two distinct groups of personnel in a
healthcare facility that perform different
functions of medical care to patients/clients and
other stakeholders. They are the Administrative
Staff and Clinical Staff.
1. ADMINISTRATIVE STAFF
They provide supportive services to clinical staff and
to the organization, including management, finance,
billing, huma resources, health information
technology, regulatory reporting, business
development, marketing, risk management, and
quality improvement.
ADMINIST
RATOR ADMINISTRATIVE STAFF
OF A MEDICAL OFFICE ARE
THE FOLLOWING:
 A. THE MEDICAL OFFICE
RECEPTIONIST
They are the frontliners of a medical office.
Their tasks includes scheduling appointments
and listening to clients well and
communicating in a positive and confident
manner with those over the phone or clients
in the reception area. Excellent
communication skills and customer service
skills and multitasking associated with
operating the “front desk” of an office are the
skills that a medical receptionist must have.
 B. MEDICAL CODERS
They rely on their knowledge
of medical terminology,
anatomy and physiology,
diagnosis, and procedures to
translate medical
documentation into
standardized codes. Medical
coding is a major factor in
obtaining insurance
reimbrursement aas well as
maintaining patient records.
Example Scenario:
Let’s consider a basic procedure documentation:
Date of Procedure: 6/5/20xx
Patient Name: John Smith
Diagnosis: Pigmented mole
Procedure Performed: Cryoablation of pigmented mole
Indications: Mr. Smith, a 50-year-old male, seeks removal of a
pigmented mole causing discomfort.
Procedure Details: The mole was prepped, injected with
lidocaine and epinephrine, and cryoablated.
Assigned Codes:
CPT® code: 17110 (Destruction of benign lesions via cryosurgery) for up
to 14 lesions
C. MEDICAL BILLERS
They are responsible for the
timely submission of
technical or professional
medical claims to insurance
companies including
physician officers, hospitals,
nursing homes, or other
healthcare facilities.
Example Scenario:
Let’s consider a medical billing professional’s resume:
Professional Summary:
Medical Billing and Coding Specialist with seven years of
experience working in hospitals and private clinics.
Proficient with private insurance companies, VA, Medicare,
and Medicaid.
Accuracy and attention to detail are my strengths.
Skills and Qualifications:
Diagnostic and service-level CPT Codes, ICD-10, and
Physicians Codes.
Familiarity with MS Excel and HIPAA Certification.
Medicare Fraud Training and VA Eligibility Certification.
Strong teamwork, written, and verbal communication
Professional History:
St. Mary’s Hospital, Evansville, IN (May 2016 – Present):
Reviewed patient billing records for accuracy.
Encoded appropriate service and diagnostic codes.
Assisted patients and insurance providers with billing
inquiries.
Ensured office procedures were HIPAA compliant.
Jefferson Public Health Clinic, Jefferson City, MO (April 2012 –
May 2016):
Assisted with medical case billing data entry.
Double-checked billing records and spreadsheets for accuracy.
Assisted customers and insurance company representatives.
 D. MEDICAL OFFICE
MANAGER
They are both responsible for both the clinical and/or non-clinical
aspects of the day-to-day operations in a medical office environment.
Some medical office managers may have a clinical background such as
nursing, but more often, medical office managers work their way up into
a management role from another non-clinical office job such as medical
billing or another position. A medical office manager must have a high
emotion intelligence as he/she is often at the center of concerns
between other employers and keeps all the various depertments
running effectively and efficiently, from the front office to the back
office. He/she helps coordinate the staffing of the office, scheduling, and
office policies and procedures.
Scenario: Medical Office Manager at Greenleaf Medical Clinic
Background:
Greenleaf Medical Clinic is a bustling healthcare facility that provides comprehensive
services to patients. As the Medical Office Manager, you oversee daily operations,
ensure efficient workflows, and maintain high standards of patient care.
Responsibilities:
Budget Monitoring and Billing Payments:
You meticulously track the clinic’s budget, ensuring timely payments for
services rendered.
Handling billing cycles and maintaining financial records are part of your
routine.
Supply Management:
You order medical supplies, office essentials, and equipment to keep the clinic
well-stocked.
Efficient inventory management helps maintain smooth operations.
Policy Implementation:
You develop and implement office policies and procedures.
Ensuring compliance with healthcare regulations and ethical
standards is crucial.
Staff Supervision:
You lead a team of administrative staff, including receptionists,
secretaries, and cashiers.
Conducting performance evaluations and providing guidance are
essential.
Record Maintenance:
Managing medical and staff records is part of your responsibility.
Discretion and confidentiality are key when handling sensitive
patient information.
Collaboration with Medical Professionals:
You liaise with doctors, nurses, and other healthcare providers to
identify any office dysfunctions.
Effective communication ensures seamless coordination.
Facility Management:
You arrange cleaning services and emergency maintenance when
needed.
A well-maintained environment contributes to patient
satisfaction.
Qualifications and Skills:
Proven work experience as a Medical Office Manager.
Knowledge of accounting, data management, and
administrative processes.
Familiarity with medical terminology and healthcare
operations.
Excellent organizational and time-management skills.
Ability to multitask and thrive in stressful situations.
Strong communication skills and a customer service
orientation.
A bachelor’s degree in Healthcare Administration, Business,
or a relevant field.
THANK YOU!