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7 Medical Office Management Ideas for a More Efficient Practice

office receptionist

office receptionistHaving a small medical practice doesn’t mean you aren’t busy. On the contrary, you’re likely wearing several hats, working to ensure that patients, employees, and the doctors within the practice are happy and getting everything done.

The last thing you want is an office that runs in an ineffective manner, with both patients and staff having issues. Instead, look for ways to improve your medical office management.

Learn more about simple steps to take that can transform your office from disorganized and difficult to a consistent flow that everyone can appreciate.

1. Hold Regular Staff Meetings to Increase Effectiveness

Meetings are an important part of any organization or company, including those for individual’s working in a doctor’s office. Although your mission likely won’t change and will always focus on helping individuals maintain their health, it’s helpful to have regular meetings.

Meetings on a consistent basis allow you and your staff members to touch on topics such as:

  • Changes the practice is undergoing
  • Things for employees to be aware of
  • How the organization wants to solve a current or ongoing issue

It’s important to focus on how the meetings are run. Find solutions to issues and ask for employee input.

Don’t make the meetings solely about blame or grievances, and you’ll find a boost in office morale.

2. Have a Telephone System in Place for Your Medical Office Management

As a medical office manager, you feel that every time the phone rings, it needs to get answered. While it’s important to take calls and ensure that everyone’s needs get met, there are cases when that just cannot happen.

To help field calls and ensure they get to the right individual, ensure that a phone menu system gets set up. This can answer caller questions and help your staff members field the urgent calls that come in.

A phone system can include non-emergency information such as:

  • Office hours
  • Directions
  • How to get a refill
  • A system to get folks over to the correct doctor or nurse

These extra steps can keep your employees from feeling overworked while ensuring that patients get the answers to their questions in a quick and timely manner. Consider an answering service for medical doctorsas an alternative way to field calls and make the best use of everyone’s time.

3. Encourage Everyone to Go Paperless and Cut Down on Clutter

Going paperless is more than a trend that sounds good and saves the environment. When it comes to working in a doctor’s office, this little step can keep you organized and work in an effective manner.

Going paperless with your patients, employees and even vendors ensure that you’re not spending time creating copies of paper, leaving yourself open to problems with patient information getting spread around or employees missing an important memo.

By using email communication for interoffice activities and a paperless system for patient records, you combat these issues before they become problems. If you haven’t made this move already, see how doing so makes your office run more efficiently.

4. Keep Employees Educated and Updated

Keeping employees updated and trained on best new practices as they become available is important. It sets your office apart from those that don’t make education a priority and leaves your patients feeling like they’re in good hands.

When possible, see when you can have trainers come into the practice, and make time with employees as available and needed. If you have the chance to train everyone on alternative procedures, this makes the best use of everyone’s time.

When it comes to medical office practices, keeping everyone updated on changes in the industry is important and an excellent way to stay in compliance.

5. Cross Train When Possible, Including Yourself

If you’re already a medical office manager, cross-training sounds like something you’re not looking forward to doing, but feel compelled to do so anyway. Start viewing cross-training as a chance to relive staff and make sure you’re fully covered, even on days when people call in.

Employees are the most important aspect of your organization. Once you’re able to make the most of your role and support them, you’ll discover they’ll have a newfound respect for you.

This means they’re likely to help you out when you ask for it and feel dedicated to an organization that values them.

6. Make a Point to Manage Outside Your Office, Not Just In It

Although sitting in your office and handling the phone calls, emails, and various needs that come up through the day is part of your job, so is being out around the practice. This allows you to observe how everyone is doing and gives you a better idea of what works.

When you’re interacting with patients and employees alike, you’ll get the opportunity to see:

  • Where you’re short-staffed
  • Areas where problems occur
  • Patient-employee interactions

Seeing this information with your own eyes rather than relying on hearsay helps you work with your staff and manage the organization with a hands-on approach.

7. Lead By Example to Help Others Learn

Another benefit of being out of your office and taking charge is showing your employees what type of example you’re looking for. Stepping out and helping the receptionist manage a difficult patient is leading by example and shows your employees how they should act in similar situations.

This gives them the additional confidence to do more in their jobs and makes them feel that you do understand the challenges they face on a day-to-day basis. Leading by example makes your medical practice a better place to work at.

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There’s a lot that goes into medical office management and ensuring that employees are able to work their best. By implementing some of these changes, you can help them succeed.

For other ways to help your practice succeed, check out our blog on the top 10 reasons to hire bilingual employees. You’ll help your patients feel understood and bring a greater clientele to your office.

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4 Ways to Encourage Healthy Eating in the Workplace


foodA healthier workforce is a more engaged and productive one. A lot of people overlook the impact eating habits can have on cognitive functions, mood, and concentration. But by making a few adjustments to your workplace and company culture, you could help your employees make healthier food choices.

Here are a few simple ways you could encourage healthy eating in the workplace.

Use Snack Services

There are plenty of snack services out there that will allow you to provide snacks to your employees for cheap. They allow you to buy various snacks in bulk so you can save on total costs. They’re also a great way to show that you actually care about your employees’ wellbeing.

However, not all of them are created equal and some might be healthier than others. While an office snack service like Naturebox will be focused mainly on providing healthy office snacks like dried fruits, nuts, and low-calorie options, others won’t have as wide a selection and will offer your usual run-of-the-mill snacks with a few “healthy” options. If you want to know more about snack services and which one would be best for you, Bevi has a great article about them. Bevi also supplies beverages for the office, including water dispensers.

Incentivize your Employees

There are plenty of ways you could make things easier for your employees and incentivize healthy eating. Some companies, for instance, will have free fruit around the office or will allow their employees to have access to mineral water. If you have vending machines, make sure that you stock them up with healthy foods as well as the usual snacks. And make sure that healthy options are much cheaper as well.

Do not Neglect Break Time

You have to institute a culture in your business where your employees feel free to enjoy a full lunch break and sufficient screen break time as well. This will encourage healthy eating habits and reduce stress as well. Make sure that they don’t eat at their desk and consider giving flexible break hours so they can get out and stretch their legs. A lunch hour should be long enough to let them go out and enjoy a healthy meal if they want to. Enjoying fresh air will also leave them invigorated for the second half of the day.

Make Sure that it’s a Clear Part of your Company Culture

If you want your employees to truly dedicate themselves to healthy eating, it has to be part of your company’s mission and put down in writing. Make sure that your commitment to healthy eating and overall health is part of the staff handbook. You should also make it clear to your staff that your mission will translate into actual policy. Let them know that healthy eating options will be subsidized or completely free of charge. Also, make sure that you consider adopting a corporate food plan if you have a cafeteria.


Making sure that your employees adopt healthy eating habits is not only an investment in their well-being but in your business as well. If you want to enjoy a happier and healthier workforce that will run on all cylinders, make sure to make healthy eating a must in your workplace.

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How to Make Money from Home as a Freelance Writer

self publish a book

how to overcome writer's blockIf you have ever considered becoming a freelance writer your first and biggest question is probably “how do I begin making money as a freelance writer”? Knowing where and how to look for jobs is the first step in your freelance writing career.

There are plenty of ways to get paid but in this article, we give you 5 of the best methods for getting work as a beginner freelance writer.

Enter Writing Contests

Writing contests are a great option for freelance writers of any experience level because they do not differentiate between beginner writers and established professionals. Winning of these would be a great achievement for any resume and are sure to spruce up portfolios.

There are many competitions open to the public so do your research and see what opportunities are available to you. Prizes range from small cash payments to publications of your written works. Many of these competitions are free to enter so take the opportunity and submit your works today.

Job Boards

There are many ways for freelancers to make money online, you can find out more here. However, a common beginning point for freelance writers looking to get their first clients is to pitch for jobs on job boards. It is as simple as registering for an account and filling out applications or bidding on jobs. There are a ton of wiring jobs available on these boards and the clients are looking for people with a base level writing ability and a strong work ethic.

Start a Blog

Every writer needs a blog and these days bloggers are monetizing their blog through affiliate marketing. Running a blog can benefit you as a writer in many ways including contributing to your portfolio, creating lead generation, build up your credibility and give you confidence as a writer. Your blog will help you develop your style and target audience. The goal to successfully monetizing your blog is to pick a successful niche and developing a strong social media presence.

Guest Post

As a writer you should be following and supporting other bloggers and their sites. Consider pitching a guest post to your favorite authors. Most blogs accept guest posts and a lot of them are willing to pay for quality content from their guests. Before you send your pitch make sure you take the time to research the blog extensively. What is the style of writing? What is the niche? Develop a pitch that fits in nicely with site you are hoping to guest post for.

Self-Publish your Own Books

Amazon Direct Publishing has made it easy for writers of all experience levels to self-publish paperbacks and ebooks. The best part is that it is free to publish through KDP. Al you have to do is upload your book and wait for people to start purchasing it. Write about your book in your blog and post it all over your social media accounts to help gain some traffic and awareness. With KDP you can earn up to 70% in royalties, keep control of the rights, set your own prices and make changes to the book at any time.

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4 Tools That Will Help You Keep Focus in Meetings

stress ball

stress ball

Keeping everybody focused on any kind of meeting can be quite a challenge. People are easily distracted and they get bored, especially in long meetings that drone on. However, there are some tools that can help keep focus during a meeting.

Did you know that whiteboards are a critical part of meetings nowadays? It’s one of the focus tools we will look at today.


One big help when it comes to the meeting is anything visual. There is a reason why people use tools like PowerPoint, graphs, images, and other types of visuals in meetings – because they help keep focus much better than words alone.

Have you ever been in a meeting, or maybe listening to a school presentation, where a person drones on? It can get boring if a person relies solely on words to get a point across. It can become boring and hard to focus on.

However, when you add snazzy visuals and colorful graphs into the mix, it helps to catch the eyes of those watching and listening. It also helps provide a minor break from word-only presentations that are hard to focus on.

Visuals always help with presentations, not to mention that they are great for getting across points and hammering them home, points out that words alone have trouble getting across.

Recording Device

One of the tools that can be used to help keep focus in meetings is a recording device of sorts. This could be anything; as long as it allows you to record a meeting, it should work fine. This could be an old-school tape recorder, a phone, tablet, or anything else that can record voice.

The point here is that during meetings, people often try and jot down notes and write down what the speaker is saying.

However, this actually distracts from the task at hand, because when people are writing notes, they are n’t listening or taking in additional information. It is actually pretty hard to take a new point in when you are also writing the last point down.

Therefore, a recording device to record all things said in a meeting can come in handy.

Instead of having people write down notes and lightning speed and not absorb information; people can actually listen to what is being said. Then, instead of referring to notes for reference, they can simply listen to the recording.

Stress Ball

This might seem like an odd tool when it comes to helping people keep focus in meetings, but it does work. Some people probably wouldn’t qualify stress balls as being tools, but in reality, they are.

Stress balls are those little softballs which people have in their hands and squeeze to relieve stress. They might be stress relief tools, but this is exactly why they can help people focus.

People don’t listen well when they are stressed out, and a stress ball helps to combat this. Furthermore, many people have to be doing something with their hands, which is why they invented those fidget spinners that were a big deal last year. It’s hard to focus on a meeting when you are constantly looking for something for your hands to do.

A stress ball in your hands can solve both of these problems quite adequately. Make sure you don’t get a noisy one, or else everybody else in the meeting room will not be happy with you.


When it comes down to it, one of the most useful tools to help keep people focused during a meeting is undoubtedly the whiteboard. This has to do with our first point – that visuals help to keep attention.

Whiteboards are pretty big, they have great contrast between the surface and the colored markers, and they allow for great organization.

Whoever is leading the meeting can use various colors of markers to jot down the most important ideas, which are easy for everybody to see.

Whiteboards are also highly portable, so they can be moved from one meeting room to another. If you did not already know, whiteboards are becoming a staple of every meeting room and classroom out there today.


These 4 items or tools that we have discussed here today are fantastic for helping you and others keep their focus during meetings. It can be hard to keep focus, especially in a long meeting and in a room full of people. Hopefully, you can put these items to good use to increase focus and productivity.

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