Medical office assisting is among the country’s growing occupations, according to the U.S. Bureau of Labor Statistics. The demand for medical secretaries and office assistants is predicted to grow 10 percent in the coming decade. But what exactly do medical office assistants do, where do they work, and why is training essential? Let’s take a closer look at a medical office assistant’s role and why now is the time to enroll in a vocational school diploma program.
What Does a Medical Office Assistant Do?
Medical office assistants are administrative support specialists. They manage the broad range of clerical tasks that are a fundamental part of every patient visit, from data entry to filing insurance claims so clinical staff can focus on patient care.
Where Do Medical Office Assistants Work?
Most medical office assistants are employed in private practices, but they can work anywhere a blend of clerical expertise and a healthcare background is required. Their vocational school training makes them a valuable asset in any healthcare setting, including:
Doctor’s Offices
Medical office assistants employed in multi-provider private practices work as part of a larger team responsible for managing the front office. In a small practice, they may have greater involvement in billing and other back-office functions.
Clinics
Staff in a small clinic are limited, so a medical office assistant may participate in a wider range of administrative tasks. It’s an ideal setting for self-starters who enjoy wearing many hats and are not afraid to work independently.
Hospitals
In a hospital, medical office assistants are more likely to work in a specific department. A unit clerk, for example, may handle the administrative responsibilities in a busy emergency room. At the same time, a medical records assistant will spend their days managing files and assisting with information inquiries.
Unlike doctor’s offices, however, hospitals are the perfect work environment for anyone who wants to transition through different positions and gain new skills. There’s so much to learn in a big facility.
As more employers recognize medical office assistants’ skills, employment opportunities are also expanding in non-traditional settings, such as:
- Nursing facilities
- Schools
- Public health departments
- Insurance companies
- Healthcare billing organizations
Wherever clinical professionals need administrative support, skilled medical office assistants are needed.
Who Supervises Medical Office Assistants?
In private practices, licensed healthcare professionals are usually the highest authority, they set the tone for behavior and create the policies and procedures that guide the workplace. But clerical and clinical departments are typically separate, and medical office assistants report directly to mid-level administrative supervisors or office managers. With experience and continuing education, today’s medical office assistants can be tomorrow’s organizational leaders.
What Do Medical Office Assistants Learn in School?
Vocational school programs cover the practical skills and medical knowledge necessary to perform entry-level administrative functions in a healthcare office. Topics include:
Medical Terminology
Medical terminology courses teach you how to deal with the jargon used in a health setting. Instead of memorizing words, you’ll learn about the four major parts of medical terminology and how to analyze terms so that they make sense.
Anatomy and Physiology
Anatomy is how the body is constructed; physiology is how it functions. You will learn about the 12 body systems and how they work together. You’ll also get an overview of the common diseases and surgical procedures you’ll hear about most in medical settings.
Coding and Billing
The volume of information in healthcare is enormous. It would be impossible to manage if it weren’t somehow condensed. Once, obtaining insurance reimbursement required submitting mountains of data. Now, alphanumeric medical codes serve as shorthand, describing medical diagnoses, procedures and equipment with just a few letters and numbers.
Students in a vocational program learn about the three major coding systems, ICD-10, CPT and HCPCS, and how to use them to complete healthcare claims.
Healthcare Law and Ethics
Healthcare law and ethics courses introduce students to the fundamentals of medical regulations and ethical dilemmas, including patient privacy, electronic health record security, standards of care and the Patient’s Bill of Rights. You’ll also learn about HIPAA, The Health Insurance Portability and Accountability Act of 1996, rules that fine-tune how patients’ personal health information is shared and protected.
Office Procedures
Vocational school programs focus on practical skills. You get classroom and off-site instruction on:
- Patient reception
- Scheduling
- Data entry
- Electronic health record management
- Insurance, billing and collections
- Light accounting
- Office equipment use
Why Does a Medical Office Assistant Need Medical Training?
Although medical office assistants have no direct clinical role, everything they do supports patient care, a healthcare background is a must. In place of experience, the clinical knowledge programs build the foundation for many of a medical office assistant’s responsibilities, such as:
Patient Communication
Medical office assistants manage the switchboard, answering calls from patients who expect to interact with knowledgeable staff.
Vocational school programs equip you for this role with courses in anatomy and healthcare terminology. You learn essential verbal and written communication techniques so you can better screen patients and take accurate notes.
Managing the Schedule
Medical office assistants are the ultimate logistical superstars. They keep the schedule running smoothly, so physicians are more productive, and patients spend less time in the waiting room.
Vocational schools teach you the basics of planning and how to manage busy schedules for multiple providers using the latest computer software. You’ll learn the ins and outs of allocating space and equipment while matching patients with the providers that can best meet their needs.
This is where medical training comes in, by knowing how long it takes for doctors to evaluate physical complaints and what type of space and equipment they need to perform specific procedures, you can make the most of every single moment.
Greeting Patients
A medical office assistant is the first person to serve a patient when they arrive. A warm greeting puts the patient at ease, knowledgeable efficiency inspires confidence.
At check-in, you’ll verify demographic and insurance information before patients are examined, so clinicians have the most current information with which to make the best treatment decisions.
Vocational school programs cover the importance of this validation process and how it generates the documentation that will guide the insurance reimbursement process.
Monitoring the Waiting Area
An average waiting room has a blend of well and sick patients. At least half are seeing a doctor for specific symptoms while others have chronic disease. While medical office assistants have no clinical role and don’t provide hands-on patient care, they have enough training to monitor patients and recognize when they’re in distress. From behind privacy glass, you’ll keep a close eye on the waiting area and notify a provider if a patient has emergency needs.
Filing
Most health records are stored on computers but filing remains a significant part of a medical office assistant’s duties. There’s still a paper trail to track because not all information can be exchanged electronically. As an office assistant, you’ll ensure paper documents are scanned into patients’ electronic health records and retained in separate charts, so critical information isn’t lost.
Medical Records Management
As a medical office assistant, you’ll be responsible for managing records in all their forms and keeping them well secured. Electronic health records contain patients’:
- Health history
- Medication and allergy lists
- Phone call records
- Diagnostic test results
- Treatment plans
- Billing information
- Emergency contacts
- Legal documents such as guardianship orders, power-of-attorney paperwork and living wills
- Consent forms
- Letter, memos
The purpose of digitizing records was two-fold, first, to make them readily accessible to medical decision-makers, improving the quality of care. Instead of long waits for thick paper charts, an emergency room doctor can have near-immediate access to the data they need to treat patients.
Second it speeds up reimbursement. Nearly all healthcare bills in the US are paid for by insurers who want patients’ health information to justify claims. The coding and medical background you get in school will help you decipher the process.
Billing and Filing Insurance Claims
Billing specialists typically tackle insurance claims and invoicing in large private practices. Still, medical office assistants offer support by forwarding patient inquiries, collecting insurance co-payments and requesting preauthorization for select services. In a clinic or single-provider practice, you may share more responsibility for billing.
Vocational school programs teach you what you need to know about healthcare finance, including coding, insurance reimbursement and light accounting, plus an overview of office management procedures to help you pull it all together.
Ordering Supplies
Medical office assistants keep shelves stocked so administrative and clinical staff never run out of supplies. You’ll work directly with vendors, putting in orders while monitoring expenditures.
How Important is a Getting a Medical Office Assistant Diploma?
Healthcare is a complex, highly regulated, life and death industry, and the work carries considerable personal responsibility. Licensed medical professionals are liable for their office staff’s performance, so they prefer to hire well-educated applicants with proven skills. And because the government regulates who can enter data into electronic health records, a diploma broadens your skillset and makes you more valuable.
Education also serves as a springboard for professional development. Medical office assistants can add to their resume a nationally recognized credential as the Certified Medical Administrative Assistant (CMAA) certificate earned through the National Health Career Association.
Final Thoughts
Medical office assistants bridge the gap between patients and their doctors, their knowledge and professionalism can make or break a patient’s experience. In a few short months, anyone with the desire to help others can train for this rewarding career by enrolling in a vocational school diploma program. Enthusiasm and the willingness to learn is all you need.
Now that you know what the role of a medical office assistant is, do you want to learn more? Meridian College offers a Medical Insurance Billing & Coding program to prepare you for an entry-level position at a medical facility. Medical Billing and Coding professionals are responsible for keeping the records, charts and bills in a medical office in order. In addition to the classroom experiences, you will also complete an externship for on-the-job training that will bring them further expertise.
Contact Meridian College today to learn more about becoming a medical billing and coding specialist.