Categories: Medical Office Management

Importance of Medical Office Professionals

Emergencies bring out the best in people, and nowhere is that more evident than in the healthcare field. Essential medical workers across the country are coming together to support their communities during this public health crisis, and the good news is that it’s working. COVID-19 is under control, but it continues to be a long-term threat, and the shortage of healthcare professionals looms large. For students interested in a career in medicine, now is the time to join those on the front line as medical office assistants.

The Importance of Essential Workers

Essential workers perform the services necessary to protect property and human life during a pandemic, examples include firefighters, transportation employees, food manufacturers and physicians. But in medicine, administrative responsibilities are an integral part of care, so medical office assistants are as essential as doctors and nurses.

Why are Medical Office Assistants Important During a Health Crisis?

To prevent the spread of Covid-19, patients with respiratory symptoms are being asked to avoid emergency rooms, so doctor’s offices are busier than ever. There’s so much to do.

A medical office assistant tackles a full range of administrative duties in a healthcare setting. They have no clinical responsibilities, but by handling the clerical responsibilities that are an essential part of every visit, they allow doctors and nurses to see more patients. At a time when demand for care has skyrocketed, it’s a crucial role.

Primary responsibilities of medical office assistants include scheduling appointments, overseeing the waiting area, checking in patients, managing medical records, bills and accounting, and ordering office supplies.

Scheduling Appointments

Medical office assistants are responsible for answering phone calls and making appointments. In a busy practice, they manage clinical schedules and equipment needs for hundreds of visits daily. During a pandemic, scheduling is even more challenging as frequent emergencies arise.

Overseeing the Waiting Area

As ambassadors of first impressions, medical office assistants oversee waiting areas, making sure they’re clean and safe for vulnerable patients as they arrive. They make the most of waiting time by being hospitable, answering questions and assisting with pre-visit paperwork.

Checking in Patients

A medical office assistant ensures patients have the best experience possible by verifying personal and insurance information at check-in. Mistakes in healthcare records can lead to dangerous medical errors, while inaccuracies on insurance forms can result in rejected claims or an unexpected bill for the insured when they can least afford it.

Managing Medical Records

Medical office assistants update electronic health records before each visit. They manage the flow of confidential medical data between patients and doctors as well as referring physicians. Integrity and attention to detail are a must.

Billing and Accounting

Billing specialists are responsible for filling out insurance forms, but claims are only as sound as the information in them. Medical office assistants play an important part in the billing process by clarifying demographic information and insurance policy numbers before patients see the doctor. They may also review accounts and collect copayments before the exam. Light accounting tasks include reconciling cash drawers and credit card receipts.

Ordering Office Supplies

The pace in a doctor’s office is brisk during a pandemic, so a well-stocked supply closet is critical. Medical office assistants are responsible for ordering supplies practice-wide, working with both staff and vendors to guarantee needed items are on hand.

Depending on the size and type of practice, medical office assistants may have other duties, such as:

Completing insurance forms
Transcription
Correspondence
Filing
Marketing
Assisting with financial reports
Patient outreach

As clients’ first point of contact with their provider, a medical office assistant is a vital source of support and information. The medical office assistant’s warm and welcoming demeanor inspires patients’ confidence in their care and preserves the practice’s reputation.

Training to Be a Medical Office Assistant

Training to become a medical office assistant is easy. Students attending a vocational school program full-time can be out of the classroom and earning money in just six months. It’s a future-looking career choice for this year’s high school graduates or unemployed adults looking for a new career path. Flexible learning options may be available, and most institutions offer assistance with job placement after graduation.

Employers are now hiring to meet the extreme demand caused by COVID-19. And even prior to the pandemic, positions for medical office assistants were already expected to soar by nearly 23-percent in the next ten years, according to the U.S. Bureau of Labor Statistics.

As millions more Americans reach age 65, the need for accessible preventive care is skyrocketing. So unlike training for jobs that are slowly disappearing due to advances in technology, the skills learned in a medical office assisting program will remain relevant.

Why Get a Medical Office Assistant Diploma?

Having a vocational school diploma demonstrates a student has the knowledge and practical skills necessary for success in an entry-level position. It’s everything an employer needs to feel confident hiring an applicant, as well as a firm foundation students will want to build a better lifelong career. Graduates are qualified to sit for one of several exams leading to nationally recognized credentials.

While most of the 601,700 medical office assistants on payrolls today are employed in private practices, roles for medical office assistants are continually expanding to hospitals, clinics and more. The job market is thriving.

Final Thoughts

The shortage of essential healthcare workers during this public health crisis is serving as a valuable wake up call. The country should never be caught short-handed. The community’s best defense against shifting demographics and the next pandemic is plenty of skilled support staff, such as medical office assistants. For students, it’s both a mission and an opportunity.

Are you ready to pitch in and help during this health crisis? Want to become a medical office assistant? The Medical Office Assistant Program is designed to prepare graduates to work as an entry-level medical front office assistant, receptionist, insurance biller, insurance collector, appointment scheduler, medical secretary, or medical records clerk in health care centers, clinics, hospitals, ambulatory care centers and medical billing offices. Contact PCI Health Training Center for more information on how to become a medical office assistant and start a rewarding career today.

**PCI firmly upholds its policy of nondiscrimination. Inquiries regarding policy may be directed to TitleIXCoordinator@pcihealth.com.

For more information about our graduation rates and other important information, please visit our website at www.pcihealth.edu/consumer-information.