Task Management Tips to Maximize Office Efficiency

Improving office efficiency is a task typically assigned to office managers and administrators, but all employees and supervisors can take steps to increase productivity in the workplace. A medical office, in particular, requires that physicians and their staff members work quickly with maximum efficiency in order to address the various needs of their patients.

The front desk staff of a medical office, which usually consists of administrative medical assistants, represents the “face” of the practice as this is where patients sign-in before receiving treatment. They need to complete a high volume of clerical tasks typical to other front desk jobs as well as arrange lab tests, update medical records and make sure that insurance forms and other questionnaires have been correctly filled out by the patients. Keeping a record of important calls, using prioritized “to-do” lists and making sure that essential paperwork is organized enough to be correctly distributed to their supervisors will give front desk workers the time they need to answer patients’ questions with a friendly smile.

Registered nurses and their assistants, especially in large metropolitan hospitals, have to keep track of a large number of patient details such as medication dosage amounts and vital statistics, which is why learning to manage time is one of the most important goals for a new nurse. While electronic medical records software (EMR) has greatly increased efficiency in this area, many RNs like Jennifer Tucker carry a personalized spreadsheet with them to keep track of their work. Head nurses who work in large offices and hospitals must also learn to delegate appropriate tasks to less experienced nurses and medical assistants, as it is impossible for one person to meet the demands of every patient.

Medical Billing and Coding Specialists, who greatly impact the financial well-being of a practice, need to keep accurate records and follow procedures implemented by the office in order to avoid billing errors. According to the Journal of the National Medical Association, financial losses from billing and coding errors are one of the greatest concerns of physicians today. Not only do these errors cause payments to be declined by government and private insurance companies, but they may also lead to criminal investigation due to the possibility of insurance fraud. It is the responsibility of billers and coders, then, to provide documentation in a timely manner by keeping track of their daily tasks, to become well-versed in office procedures, to maintain constant communication with their supervisors, and to stay up-to-date on coding changes.

Lastly, physicians play a crucial role in keeping a private practice or hospital financially sound, as they represent the heart of the operation. Private practice physicians, for example, can improve patient relations by organizing their booking system (to avoid overbooking), setting up phone call screening procedures by priority, establishing guidelines for every section of the office and arranging specific times to handle phone messages. Physicians must also set aside time to supervise their staff in order to make sure procedures are being followed correctly.

While these tips represent only a starting point for maximizing office efficiency in a medical environment, using them will help reduce a number of mistakes that can lead to income loss or worse - medical malpractice lawsuits and government sanctions.

Brandi Tolleson has a master’s degree in journalism, and writes on various topics, including health, education and history.

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