Your Key to Success
The primary function of the Office Manager is to accomplish the goals and purposes of the practice as determined by the owner. The Office Manager should assist the owner in developing policies that forward the purpose of the business as a whole. It is their job to see to it that all members of the group are fully contributing to the expansion of the practice, and that a high level of communication exists between the group and the owner.
The Office Manager should run the day-to-day activities of the office and keep the daily distractions off of the owner/doctor’s plate. This would be accomplished by ensuring that they are properly trained in the managing staff and are comfortable with the hiring, training and correction of all staff members.
The OM should be a person who understands the importance of communication and the power that open communication can generate within any group.
They should energetically lead the group toward the accomplishment of the established goals and possess strong communication skills along with a genuine care for the staff.
This role ensures that all internal communication systems are firmly in place and operational, and that the staff is take responsibility for keeping all unnecessary “traffic” from and within their own posts to a minimum.
To achieve the above, the Office Manager should have a strong working understanding of key management tools such as statistical management, the establishment of a communication system that really works for the office, written communications, job descriptions for each position, written policies for the practice, and personnel management.
They are responsible for ensuring that all areas in the practice are running smoothly and producing the desired products of each respective area. This requires a solid understanding of organizational structure and function. They must also ensure that all functions in the organization are clearly assigned to a specific staff member and that each individual is properly trained to competently handle their responsibilities.
The Office Manager should possess a strong working knowledge of practice statistics and how to use them to support growth. They are responsible for posting and analyzing these metrics, and for reviewing them with the team during weekly staff meetings to identify and implement strategies to improve, sustain, or increase overall production.
It is the Office Manager’s responsibility to obtain compliance from all staff in regard to the owner/doctor’s wishes and any program or project steps that are being worked on.
They are responsible for the hiring and firing of personnel and for conducting performance evaluations on a regular basis with all staff.
Additionally, the Office Manager is responsible for the preparation and implementation of programs that guide the group through the needed steps toward the accomplishment of company plans.
These are the key objectives of the position of office manager:
- Implementing and maintaining policies and job descriptions,
- Training the staff on policy,
- Monitoring the statistics of the office,
- Ensuring a smooth and efficient patient and client flow, and
- Creating an environment where clients feel that they are competently cared for and where staff can work together as a team toward the expansion and prosperity of the practice.
The following are the end results of the Office Manager properly doing his/her job:
- An organization that is flourishing and prospering,
- A doctor who is only having to wear the “owner hat” and the “doctor hat.”
- Staff members who know their jobs, are productive and operate together as a team.
The statistics of the job that need to be kept are as follows:
- Production (or services)
- Collections (money in)
- New clients (brand new to the practice)
- Office visits
- Dollar value/office visits
Salary
An Office Manager could initially expect to receive a salary based upon their training and experience. At the end of a three-month initial period, they may then qualify for a base pay increase and a bonus system, through which they can earn bonuses based on the growth and stability of the practice, as agreed upon between the Office Manager and the doctor.
Selecting an Office Manager
When considering placing someone in the position of Office Manager, it is important to look at the goals of the group and ensure that this individual can be a true leader within it. Here is the kind of person that you want to look for:
- Someone who would upholds the ideals and ethics of the business,
- Someone who is a creative and constructive assistant to the owner in achieving the goals of the practice and helps determine how these plans can be executed, and
- Someone who has determined for themselves that the stated goals and purposes of the owner align with their own goals and purposes.
It is obvious that a dedicated and well-trained Office Manager would be worth their weight in gold to a doctor who is striving to achieve the realization of his dreams for the practice.
If you would like guidance on strengthening your Office Manager role or improving the overall management of your practice, we invite you to request a one-on-one consultation. Simply fill out the form at the top of this page, and we would be happy to assist you.