Opening a Medical Office

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When working in a medical office, there are many responsibilities that the medical administrative staff have. Opening the office every day requires several duties that need to be completed before the patient arrives. The completion of these duties will ensure safety, comfort and efficiency for the patients during their visit. Preparing for a busy day starts with the employee responsible for opening the office, arriving a little early. By arriving early, you can make certain that all pre-opening procedures are completed before the office is opened for business. Upon entering the office, you should disarm the security system, and turn on the lights for proper lighting. Also, you will need to check the thermostat for comfort and adjust accordingly. Turn on the equipment, such as, computers and diagnostic equipment to ensure that it will be warmed up and ready for use, as well, turn on copiers and printers and make sure that the ink and paper are adequately filled. Unlock any cabinets, drawers or files that are usually unlocked during business hours. The phone should be taken off of voicemail or the answering service called to inform them that the office staff has arrived for the day. At this point you will collect the messages that have been left the night before. Make sure that you write the messages on a message pad to confirm a copy is kept and ensure that the writing is legible. You should then check the fax machine for documents and distribute them accordingly. After recording the messages and checking the fax machine, you will need to pull the correct patient’s medical record for the MA to retrieve any information for the patient and follow up with them. Once these procedures have been accomplished, make two copies of the day’s appointment book, one for the physician (make additional copies if there is more than one physician in the office) and

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