Transcript Chapter17
Unit 6
Managing the Office
Chapter 17
Office Managerial
Responsibilities
Learning Objectives
Discuss
reasons for staff meetings
Describe ways of increasing office
productivity
Set up and supervise a file to track
maintenance of office machines and
equipment
Understand laws to treat and dispose of
office waste
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Learning Objectives
Understand
the reasons for using credit
cards for office purchases
Employ the services of a travel agent and
verify travel arrangements
Locate travel help sites on the Internet
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Performance Objectives
Prepare
a staff meeting agenda
Set up a staff meeting
Compile and maintain an employee
handbook
Develop and maintain an office policies
and procedures manual
Prepare an order form to obtain office or
medical supplies
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Performance Objectives
Pay
an invoice
Establish and maintain inventory
Perform tasks to prepare for and conclude
a business trip
Assemble travel expenses into a report
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Performance Objectives
Abstract
data from a catalog and key an
order form
Complete an order form for office supplies
Perform basic office mathematics
Prepare a travel expense report
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Heart of the Health Care
Professional
Service
The
office manager (OM) can set the
scene of service within the medical office
by exemplifying a responsible and caring
attitude.
Demonstrate initiative to render prompt
service and quality care.
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Office Manager
Oversee
the adm/clinical staff
Act as a liaison between staff and MD
Chain of command (staff-OM-MD)
Needs to foster team spirit
Firm but flexible
Open door policy
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Office Manager
Duties
include: hiring/firing staff
Delegate duties: office maintenance,
ordering supplies
Financial papers, payroll
Pt edc of office policies
Remain abreast to current trends
Travel arrangements
Etc…
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Office Manager
Increase
office productivity
• Improve efficiency
• Increase income for the physician
• To accomplish may include:
– Promote specialization
– Employ part time help
– “Job sharing” to decrease over head
– Continuing education
– Current reference material
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Office Manager
– Initiate flex time
– Cross train
– Promote in-house expertise
– Newer equipment
– Notebook of hints
– Pay back unused sick time/ bonus
– Minimize distractions
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Office Manager
Staff
meetings- establish good
communication among staff
• Agenda
– Distribute prior to meeting
– Specific but open ended
• Minutes
– Content to include (pg 461)
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Office Guidebooks
Employee handbook (personnel manual)
Include:
• Job description
• Sick/ vacation time
• Family and Medical Leave Act
– Dev 1993 effects employers with 50 or more employees
• Americans with Disabilities Act
– Dev in 1990 effects employers with 15 or more employees
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Office Guidebooks
Office
policies and procedures manualdescribes office routines and practices;
how to perform a tasks
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Office Security
Encourage staff members to keep valuables
locked in drawers or cabinets.
Minimize the number of prescription pads to one
per doctor; lock remaining pads in a desk
drawer.
Never leave the reception room unattended;
close all blinds and curtains tightly at the end of
the day.
Lock filing cabinets, cash boxes, and cupboards
containing controlled substances.
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Office Security
Install burglar alarms with digital coding that
may be changed periodically.
Keep careful records of keys that have been
distributed, make sure employees leaving the
practice return all keys.
Ensure inside and outside doors lock with
separate keys
Make certain unattended doors cannot be
opened during the day
Lock office doors/ secure windows even if the
physician is on the premises if you are the last
staff leaving
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Office Security
Install cylinder guards on locks and dead bolts
with at least an inch throw; hang doors on inside
hinges
Use mercury/ metallic vapor lamps which are
unbreakable
Install burglar-resistant glass.
Advertise security measures
Notify the answering service when the office is
closed.
Keep shrubbery no higher that 3 feet
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Office Security
Install system that can be activated
Suggest staff members leave the office together
after dark.
Be alert for loiterers
Disconnect computer modems at end of each
day
Mark all equipment with identifying marks;
record serial numbers and take pictures of items
to store in a safe.
Contact local police for other suggestions
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Office Supplies and
Equipment
Reduce
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supply expenses
Establish baseline
Set budget
Comparison shop
Buy selected items in bulk
Take advantage of special discounts
Maintain friendly attitude with vendors
Track inventory
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Office Supplies and Equipment
Order
supplies- consider quality, price,
and service when choosing a vendor
• Purchase orders (pg 468)
– Once accepted becomes legally binding purcahse
contract
– b/u (backorder)
– Packing slips
Pay
invoices
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Invoice
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Inventory Control of Office
Supplies
To
maintain a good inventory control
system the following information needs to
be available:
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Office supply catalogs
Up to date list of supplies
Number of items on the shelf
Reorder point
Time need to restock item
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Inventory Control of Office
Supplies
Computerized
systems
Manual system
• Types of systems used in inventory control:
– Check against reorder point with each use
– Card system
Storing
office supplies (pg 473)
Equipment maintenance
• Surge protectors
• Service file folder
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Business Travel
Travel arrangements
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Make sure applications for seminar are complete
Make reservations promptly
Establish a travel folder with MD preferences
Develop itinerary
Note confirmation numbers, clerk, date, and time
Times in local time
Cancellation charges
Travel agent
• Consider agent if multiple stops planned
• Make sure agent is aware of preferences
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Business Travel
Airline travel reservations
• Airline luggage
• Check tickets if mailed
Hotel and motel accommodations
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If late arrival planned make sure hotel is aware
Check for special rates for conferences
Electronic services (internet, fax, etc.) available
Cancellation
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Business Travel
Car arrangements- prefer shuttle or car rental services
Foreign travel
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May need a passport
Forms available at post office
May request larger book (24 vs 48pgs)
Visa required for certain areas- usually local consulate has
approved for ind to travel to area
• Inoculations
Travel help on the Internet
Finalizing travel details
Medical meeting expenses as tax deductions (pg 483)
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Employer Responsibilities
Recruitment and hiring
• List job availability in local paper, employment
agency, and local colleges
• Applicant screening
– Review applications and resumes
• Personal interview
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Avoid questions prohibited by the Equal Opportunity Act ’72
Use open ended questions
“first impression”
Ask for references
Explain office polices
Let applicant ask questions
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Employer Responsibilities
Orientation and training
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Introduce to staff
Provide office tour
Copy of policies and procedures
Copy of handbook
Meet weekly during probationary period
Work with employee supervisor
Set date/time for probationary completions review
Employee who does poorly during probation should
be let go
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Employer Responsibilities
Evaluations of performance and salary review
• Eval should be signed by employee and supervisor
Termination of employees
• Terminating employee role of OM if OM performs the
hiring
• Make sure employee aware of deficiencies on
previous reviews
• Termination discussion should be done at the end of
the day
• If asked questions by would be future employer
regarding employee terminated only answer would
not rehire
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Stop and Think
Calculate Prices for an Order Form
You
are preparing to order the following
items from a supply company:
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10 reams of paper @ $2.79/ream
3 six-inch desk rulers @ .69 each
5 packages of transparent tape @ $5.85/pkg.
10 glue sticks @ $1.89 each
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Stop and Think
• Calculate the amount for each item.
• Add the appropriate sales tax for your state.
• Add a shipping charge of $5.88.
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