Medical Office Administration: Roles, Responsibilities, and Career Outlook

Medical office administrative roles are essential for efficient and effective functioning in any type of health care setting. If you're detail-oriented, organized, compassionate, and skilled with clerical tasks, a position as a medical office administrator could be ideal. Increased patient interaction, evolving safety protocols, and the growth of the telehealth industry are all contributing to job opportunities in this profession.
 

What Does a Medical Office Administrator Do?

Medical office administrators manage and coordinate the tasks that keep a medical facility running smoothly. A medical office administrator can have many titles including medical secretary, patient coordinator, admissions coordinator, or medical office assistant. These professionals handle an office's clerical and organizational tasks. Though medical office administrators don't directly handle any clinical tasks, they understand enough about medical terminology to effectively schedule appointments and manage insurance claims.

The exact scope of a medical office administrator's job will vary by location and title. However, this professional will typically:

• Greet and check in patients at the front desk
• Verify insurance information
• Answer and direct phone calls
• Answer email correspondence
• Schedule patient appointments and follow-ups in the office
• Schedule referral appointments with specialists
• Take patient history and information
• Coordinate orders from physicians and nurses
• Maintain medical records
• Generate superbills
• Transfer lab results
• Receive and process insurance claims
• Follow up with insurance companies to ensure payments
• Process billing and payments
• Handle data entry
• Maintain a neat office and waiting room
• Operate office equipment, such as fax machines and copy machines
• Order, stock, and allocate office supplies

The medical office administrator is the first point of contact for patients who need assistance, whether they're checking in, verifying their appointment time, or trying to resolve a billing error. In many cases, the medical secretary will have the tools and knowledge to handle these issues personally. When the administrator cannot handle the request, they must know who to forward the call or message to in order to ensure that all patient needs and concerns are addressed.

Related: Day in the Life of a Healthcare Administrator
 

Skills and Qualifications

Medical office administrators need a well-rounded skill set that includes both hard and soft skills. You should also stay mindful of emerging skills in this industry and keep up with the latest innovations so you're equipped to stay at the forefront of the industry. This can help you receive more appealing job offers.

Hard Skills

To properly coordinate patient care, medical secretaries should understand how to use the main features of the tools and programs used in a hospital or medical office. This skill set includes:

• Insurance verification and processing
• Appointment scheduling
• Health care compliance
• Medical terminology
• Medical billing and coding
• Data entry
• Laboratory information system management

Soft Skills

Medical office assistants must have excellent interpersonal skills that equip them to interact effectively with patients and providers alike. Their soft skills should include strengths such as:

• Verbal communication
• Written communication
• Active listening
• Empathy
• Resilience in stressful situations
• Teamwork
• Adaptability
• Patience
• Critical thinking
• Organization
• Time management

Emerging Skills

Medical office administrators must be fluent in diverse digital platforms for telehealth scheduling, electronic health records management, and digital security. They must thoroughly understand the current Health Insurance Portability and Accountability Act requirements and how to adhere to them. Cultural competency is also becoming increasingly important in the health care industry. As the primary front-facing employees of the health care office, medical secretaries need to understand how to properly respect and appreciate diverse attitudes, beliefs, and values.
 

Education and Training

You can typically become a medical office administrative professional with a high school diploma and appropriate industry knowledge. Obtaining an educational diploma and industry certification will help prepare you for a career in this field.

Education

The best way to prepare for this career is with a dedicated diploma program such as the Medical Office Administration program available from Concorde Career College. This program provides the opportunity for students to gain training in:

• Typing and word processing
• Computer applications
• Medical office applications
• Oral and written communication
• Accounts receivable and payable
• Billing and fee collection
• Payroll and taxes
• Records management
• Medical terminology
• Anatomy
• Insurance coding
• Insurance claims processing
• Public relations

Students can complete the course in as little as 8 months, and many classes are available online so you can learn from the comfort and convenience of home. In addition to the 26 credit hours of class learning, this program also includes 240 virtual lab hours and 230 virtual externship hours. Each student is assigned their virtual externship experience to gain practical and simulated clinical experience in the duties and functions of a medical office employee. Visit https://www.concorde.edu/allied-health-programs/medical-office-administration to get the details.

Certification

You can improve your employability by obtaining professional certification for a medical office administrative role. The National Healthcareer Association offers the Certified Medical Administrative Assistant (CMAA) credential.

You're eligible to sit for this exam if you have a high school diploma or equivalency and have either completed a medical administrative assistant program within the last five years or have at least a year of supervised work experience in this field within the last three years — or 2 years of experience within the last five years. You must then pass the CMAA exam. To maintain certification, you need to earn 10 continuing education credits every two years.
 

Career Outlook

According to the Bureau of Labor Statistics (BLS), the job outlook for medical assistants as a whole is positive. Employment for medical assistants is projected to grow 15% between 2023 and 2033. Medical office administrative assistants focus on only the clerical side of medical assisting and don't perform the clinical tasks that some assistants may handle, so job opportunities specific to medical secretaries may be slightly smaller. However, the BLS still anticipates 12% growth for all other health care support occupations, indicating an optimistic outlook for nearly any health care professional.

Related: 10 Healthcare Administration Job Titles: Explore Your Options
 

Work Environment

Most medical office administrators work in a hospital or medical office, ranging from a physician's office to a diagnostic laboratory. Wherever patients must make and attend health care appointments, medical secretaries are in need.

Physicians' offices have the highest level of employment for medical secretaries and administrative assistants, providing 241,900 jobs for these professionals. This is a good place for those who want to use the full scope of their skill set. In a physician's office, the medical office administrator usually has a broader scope of responsibilities while working on a small team. Working in a physician's office may also provide shorter, more predictable hours as these facilities are usually open on weekdays during regular office hours.

General medical and surgical hospitals have the next highest level of employment with 173,500 medical office administrators. Hospitals are a good choice for professionals who like a challenging fast-paced environment and unconventional hours. Since hospitals are open day and night, some administrators in this role will work nights, weekends, and evenings.

Dentists' offices, offices of other health practitioners, and outpatient care centers round out the top five employers for this occupation. Though less common, medical office administrators may also work for insurance companies or billing services, handling specialized tasks related to patients' health care billing and insurance processing.
 

Advancement Opportunities

If you're passionate about growing your career in health care administration, you can further your education with a Bachelor of Science in Healthcare Administration from Concorde. This program is 100% online and takes as little as 17 months to complete. This degree program is designed to teach you the skills and knowledge to pursue a job as a medical or health services manager, overseeing a physician's office or hospital department.

Related: Healthcare Administration vs. Healthcare Management: What's the Difference?
 

Frequently Asked Questions

Below are answers to some frequently asked questions about this role.

What is the difference between a medical assistant and a medical office admin?

Medical assistants perform clinical tasks such as taking patients' vital signs, performing basic diagnostic tests, and handling basic first aid, while medical office administrators focus on clerical tasks.

What is medical office administration?

Medical office administration is a broad set of tasks encompassing all the clerical jobs that keep a hospital or physician's office running smoothly, such as scheduling, billing, and maintaining records.

Do I need a bachelor's degree to work in health care office administration?

No. However, a bachelor's degree can better prepare you for a position as a manager.
 

Pursue a Career as a Medical Office Administrator Today

If you're interested in a career as a medical office administrator, you can get started now with a diploma program from Concorde. We offer several Allied Health Programs to help you gain the necessary skills and education to become a valuable part of the health care team. You can contact us for more information about these programs.