Following proper procedures in a medical office provides a safe environment for patients, employees and doctors alike. Likewise, a smooth running office creates a comfortable and less anxious place for patients, and allows doctors and nurses to carry out more efficient and effective health-care. Well-run medical offices make it a priority to establish procedures in patient care.

Medical Records

According to the Texas Medical Association, patient consent forms, such as onset for procedure or treatment form, patient education form, consent for medical or surgical procedures and consent forms for invasive surgeries and procedures should be kept, copied and filed accordingly.

It is important that medical offices file patient contact information and medical history under the same category for consistency. Modern medical offices scan the forms and file electronically, using electronic medical records (EMR) software such as Alteer Office EMR. The ability to privatize access to information, organize files easily, locate files quickly and share information with ease, are a few advantages of incorporating EMR software into medical offices.

Reception Procedures

Always on duty, the medical receptionist provides patients and visitors with a greeting as well as a sign-in sheet. According to Connexions Direct, it is the duty of the medical receptionist to locate patient's medical files, hand out appropriate release and medical forms, direct patients to the waiting area and be available for questions. As the communication hub of the medical office, the receptionist answers phone calls, e-mails and manages most all correspondence. It is also his responsibility to manage files electronically, back-up information using a secure method and communicate to the patient a doctor's readiness.

Finances and Insurance

The medical receptionist also organizes payments and billing information. After service, the receptionist receives credit card or other payment information and coordinates patient information with appropriate insurance agencies. According to the Texas Medical Association, the receptionist must prepare and send monetary notice letters such as, 60 days past due, final notice, notice of bad check, as well as overpayment notice. In the case of non-payment, even after notices, the receptionist contacts a collection agency to gain resolution of the delinquent matter.

Employee Rules and Regulations

To maintain a smooth running medical office, employees follow strict guidelines, rules and regulations. Employees adhere to uniform codes, daily check-ins and outs, a strict no drinking and no smoking policy and fill out time cards. Medical office administration conducts drug-screening tests to ensure all employees adhere to the drug-free policy. For the safety of the employees, a medical office also provide harassment forms and sick leave and vacation time for full-time employees.