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The duties of a cosmetic surgery medical office manager can range from scheduling to marketing to organizing files and answering phones – and everything in between. When it comes to managing a medical office, you should always think ahead, be prepared and understand the complexities of the job – including any federal, state or local guidelines such as HIPAA laws – to excel in your role as a medical office manager.
Managing the operations of your office is a daily task with ongoing duties occurring on a weekly, monthly and yearly basis. Operations include maintaining a clean office environment, organizing files, ordering supplies, ordering magazines for the lobby, handling linen service, ensuring a stocked kitchen, opening and processing mail, answering phone calls, setting appointments and notifying doctors of patient arrivals. Office managers must also maintain the facilities of the cosmetic surgery clinic including equipment such as printers, copiers, telephones, scanners and medical devices.
Cosmetic surgery office managers are generally in charge of office personnel including receptionists, office assistants, medical assistants, nurses and, in many cases, doctors as well. The office manager will also play a role in hiring and firing staff, in cooperation with upper management, along with the daily management of office staff. Breaks, lunches and clocking employees in and out of the office are also common expectations. Office managers must be adept at managing schedules to make the most of daily operations.
Cosmetic surgery office managers are adept at understanding the financial aspects of the business. Duties include bookkeeping, recordkeeping, billing, claims, accounts receivables and payroll. The office manager must also have a keen eye for budgeting and creating monthly, quarterly and yearly reports on the financial health of the business, including strategic planning for its future. Managing payroll and staying within budget is also essential to the success of the office.
Bringing new clients into your cosmetic surgery office is an integral part of long-term sustainability. To ensure a constant flow of new clientele, office managers must deliver solid marketing skills when it comes to website maintenance, email newsletters, blogs and social media. In some cases, office managers must also plan an advertising strategy with local newspapers, magazines and television stations. Solid marketing also reinforces your clinic’s branding efforts within the community. Strengthen public perception of your cosmetic surgery clinic by joining regional clubs and associations as an ideal way to connect with other businesses to further expand your clientele base. Reaching out to the community with sponsorships, volunteering or patient support groups can positively reinforce your office image within your area.
Office managers must manage the filing and organization of sensitive patient information. Managers must ensure the office is compliant with all local, state and federal laws concerning patient privacy and respective HIPAA laws that govern such policy. In addition, managers must ensure the office is compliant with other important laws such as OSHA or ADA guidelines. Other laws such as the FMLA (Family Medical Leave Act) and EOE (Equal Opportunity Employer) regulations must also be met. Depending on location, each office may have different regulations that govern its practice. Check with your local government agencies for more information on laws that pertain to your cosmetic surgery clinic.
Ruth Altman writes on business, lifestyle and careers. She holds a Master of Arts degree from Pepperdine University in addition to a bachelor's degree from Harvard University.