COMPILATION FOR MEDICAL OFFICE PROCEDURE

PHYSICIAN AND ITS SPECIALIZATION  Venerologist – “Venereology” is derived from the Latin word
“Venus” meaning love and “logia” meaning study of. A venerologist
 Internal Medicine – The term “internal” comes from the Latin word specializes in sexually transmitted infections.
“internus,” meaning inside. An internist specializes in diagnosing and  Allergists/Immunologists. They treat immune system disorders
treating diseases that affect internal organs. such as asthma, eczema, food allergies, insect sting allergies, and
 Pediatrician – “Pediatrics” comes from the Greek words “pais” some autoimmune diseases.
meaning child and “iatros” meaning doctor. A pediatrician provides  Anesthesiologists. These doctors give you drugs to numb your
medical care for infants, children, and adolescents. pain or to put you under during surgery, childbirth, or other
 Oncologist – “Oncology” is derived from the Greek word “onkos” procedures. They monitor your vital signs while you’re under
meaning mass or tumor and “logia” meaning study of. An oncologist anesthesia.
specializes in diagnosing and treating cancer.  Cardiologists. They’re experts on the heart and blood vessels. You
 Hematologist – “Hematology” comes from the Greek word “haima”
might see them for heart failure, a heart attack, high blood
meaning blood and “logia” meaning study of. A hematologist
pressure, or an irregular heartbeat.
focuses on diseases related to blood and blood-forming organs.
 Gynecologist – “Gynecology” is derived from the Greek word “gynē”  Colon and Rectal Surgeons. You would see these doctors for
meaning woman and “logia” meaning study of. A gynecologist problems with your small intestine, colon, and bottom. They can
specializes in women’s reproductive health. treat colon cancer, hemorrhoids, and inflammatory bowel disease.
 Obstetrician – “Obstetrics” comes from the Latin word “obstare” They also can do a colonoscopy and other tests for colon cancer.
meaning to stand by. An obstetrician specializes in pregnancy,  Critical Care Medicine Specialists. They care for people who are
childbirth, and the postpartum period. critically ill or injured. You might see them if your heart or other
 Neurologist – “Neurology” is derived from the Greek word “neuron” organs are failing or if you’ve been in an accident.
meaning nerve and “logia” meaning study of. A neurologist treats  Endocrinologists. These are experts on hormones and
disorders of the nervous system. metabolism. They can treat conditions like diabetes, thyroid
 Nephrologist – “Nephrology” comes from the Greek word “nephros” problems, infertility, and calcium and bone disorders.
meaning kidney and “logia” meaning study of. A nephrologist  Emergency Medicine Specialists. These doctors make life-or-
specializes in kidney care and treating kidney diseases.
death decisions for sick and injured people, usually in an
 Endocrinologist – “Endocrinology” is derived from the Greek words
emergency room. Their job is to save lives and to avoid or lower
“endon” meaning within and “krinein” meaning to separate. An
endocrinologist treats hormone-related disorders. the chances of disability.
 Cardiologist – “Cardiology” comes from the Greek word “kardia”  Family Physicians. They care for the whole family, including
meaning heart and “logia” meaning study of. A cardiologist children, adults, and the elderly. They do routine checkups and
specializes in heart and blood vessel disorders. screening tests, give you flu and immunization shots, and manage
 Pathologist – “Pathology” is derived from the Greek word “pathos” diabetes and other ongoing medical conditions.
meaning suffering and “logia” meaning study of. A pathologist  Gastroenterologists. They’re specialists in digestive organs,
studies the causes and effects of diseases. including the stomach, bowels, pancreas, liver, and gallbladder.
 Dermatologist – “Dermatology” comes from the Greek word You might see them for abdominal pain, ulcers, diarrhea, jaundice,
“derma” meaning skin and “logia” meaning study of. A or cancers in your digestive organs.
dermatologist treats skin, hair, and nail disorders.

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 Geriatric Medicine Specialists. These doctors care for the elderly.  Oncologists. These internists are cancer specialists. They do
They can treat people in their homes, doctors' offices, nursing chemotherapy treatments and often work with radiation
homes, assisted-living centers, and hospitals. oncologists and surgeons to care for someone with cancer.
 Hematologists. These are specialists in diseases of the blood,  Ophthalmologists. You call them eye doctors. They can prescribe
spleen, and lymph glands, like sickle cell disease, anemia, glasses or contact lenses and diagnose and treat diseases like
hemophilia, and leukemia. glaucoma. Unlike optometrists, they’re medical doctors who can
 Hospice and Palliative Medicine Specialists. They work with treat every kind of eye condition as well as operate on the eyes.
people who are nearing death. They’re experts in pain  Osteopaths. Doctors of osteopathic medicine (DO) are fully
management. They work with a team of other doctors to keep up licensed medical doctors just like MDs. Their training stresses a
your quality of life. “whole body” approach. Osteopaths use the latest medical
 Infectious Disease Specialists. They diagnose and treat infections technology but also the body’s natural ability to heal itself.
in any part of your body, like fevers, Lyme disease, pneumonia,  Otolaryngologists. They treat diseases in the ears, nose, throat,
tuberculosis, and HIV and AIDS. Some of them specialize in sinuses, head, neck, and respiratory system. They also can do
preventive medicine or travel medicine. reconstructive and plastic surgery on your head and neck.
 Internists. These primary-care doctors treat both common and  Pathologists. These lab doctors identify the causes of diseases by
complex illnesses, usually only in adults. You’ll likely visit them or examining body tissues and fluids under microscopes.
your family doctor first for any condition. Internists often have  Pediatricians. They care for children from birth to young
advanced training in a host of subspecialties, like heart disease, adulthood. Some pediatricians specialize in pre-teens and teens,
cancer, or adolescent or sleep medicine. child abuse, or children's developmental issues.
 Medical Geneticists. They diagnose and treat hereditary disorders  Physiatrists. These specialists in physical medicine and
passed down from parents to children. These doctors may also rehabilitation treat neck or back pain and sports or spinal cord
offer genetic counseling and screening tests. injuries as well as other disabilities caused by accidents or
 Nephrologists. They treat kidney diseases as well as high blood diseases.
pressure and fluid and mineral imbalances linked to kidney  Plastic Surgeons. You might call them cosmetic surgeons. They
disease. rebuild or repair your skin, face, hands, breasts, or body. That can
 Neurologists. These are specialists in the nervous system, which happen after an injury or disease or for cosmetic reasons.
includes the brain, spinal cord, and nerves. They treat strokes,  Podiatrists. They care for problems in your ankles and feet. That
brain and spinal tumors, epilepsy, Parkinson's disease, and can include injuries from accidents or sports or from ongoing
Alzheimer's disease. health conditions like diabetes. Some podiatrists have advanced
 Obstetricians and Gynecologists. Often called OB/GYNs, these training in other subspecialties of the foot.
doctors focus on women's health, including pregnancy and  Preventive Medicine Specialists. They focus on keeping you well.
childbirth. They do Pap smears, pelvic exams, and pregnancy They may work in public health or at hospitals. Some focus on
checkups. OB/GYNs are trained in both areas. But some of them treating people with addictions, illnesses from exposure to drugs,
may focus on women's reproductive health (gynecologists), and chemicals, and poisons, and other areas.
others specialize in caring for pregnant women (obstetricians).

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 Psychiatrists. These doctors work with people with mental, White Blood Cells (Leukocytes): These cells are part of the immune system
emotional, or addictive disorders. They can diagnose and treat and help fight infections and other diseases.
depression, schizophrenia, substance abuse, anxiety disorders, Platelets (Thrombocytes): These cells are involved in blood clotting, helping
and sexual and gender identity issues. Some psychiatrists focus on to prevent excessive bleeding when injuries occur.
children, adolescents, or the elderly. Trimesters of Pregnancy:
 Pulmonologists. You would see these specialists for problems like First Trimester (Weeks 1-13): Significant fetal development occurs, and
common symptoms include nausea and fatigue.
lung cancer, pneumonia, asthma, emphysema, and trouble
Second Trimester (Weeks 14-27): Often more comfortable for the mother,
sleeping caused by breathing issues.
with noticeable fetal movements.
 Radiologists. They use X-rays, ultrasound, and other imaging tests Third Trimester (Weeks 28-40): Rapid fetal growth and preparation for birth
to diagnose diseases. They can also specialize in radiation
oncology to treat conditions like cancer. Acute vs. Chronic Diseases
 Rheumatologists. They specialize in arthritis and other diseases in An acute disease is one where symptoms appear suddenly and worsen
your joints, muscles, bones, and tendons. You might see them for rapidly, typically lasting for a short period. In contrast, a chronic disease
your osteoporosis (weak bones), back pain, gout, tendinitis from develops gradually, persists for a long time, and often requires ongoing
sports or repetitive injuries, and fibromyalgia. management.
 Sleep Medicine Specialists. They find and treat causes behind
your poor sleep. They may have sleep labs or give you take-home 2 types of Anesthesia:
tests to chart your sleep-wake patterns.  General Anesthesia
 Sports Medicine Specialists. These doctors diagnose, treat, and  Local Anesthesia
prevent injuries related to sports and exercise.
Visualization:
 General Surgeons. These doctors can operate on all parts of your
o Colonoscopy – Is s a medical procedure that uses a long,
body. They can take out tumors, appendices, or gallbladders and flexible camera to examine the interior of the colon and
repair hernias. Many surgeons have subspecialties, like cancer, rectum, which are part of the lower GI tract.
hand, or vascular surgery. o Endoscopy – is a procedure that uses a flexible tube with a
 Urologists. These are surgeons who care for men and women for light and camera to examine the interior of the digestive
problems in the urinary tract, like a leaky bladder. They also treat tract, typically focusing on the upper GI tract, including the
male infertility and do prostate exams. esophagus, stomach, and duodenum.
ADDITIONAL NOTES: Types of Pathogens:
Q4 = Every four hours Bacteria: Single-celled microorganisms that can cause infections such as
TID = Three times a day strep throat.
Q12= Every twelve hours Virus: Tiny infectious agents that replicate inside living cells, causing
diseases like the flu.
Types of Blood Cells: Fungi: Organisms such as yeasts and molds that can cause infections like
Red Blood Cells (Erythrocytes): These cells carry oxygen from the lungs to athlete’s foot.
the rest of the body and return carbon dioxide to the lungs for exhalation. Protozoans: Single-celled organisms that can cause diseases like malaria.

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Types of Bacteria According to Shape Working in a medical office means having plenty of
Cocci: Spherical-shaped bacteria, such as Staphylococcus. opportunities to interact with patients. The medical office
Streptococci: Chains of spherical-shaped bacteria, like Streptococcus professionals could be the first person patients see as they
pyogenes. walk in an office or clinic. Offering them a smile and a
Spirillus: Spiral-shaped bacteria, such as Spirillum minus. reassuring attitude and it could make all the difference. You
Bacilli: Rod-shaped bacteria, like Escherichia coli. get to offer care and comfort to a diverse patient population
and connect them to the professionals and services that will
Types of Bacteria: help them feel better.
Aerobic Bacteria: These bacteria require oxygen to grow and thrive, such as
Mycobacterium Tuberculosis. DIIFERENT TYPES OF HEALTHCARE FACILITIES
Anaerobic Bacteria: These bacteria do not require oxygen for growth and 1. Hospitals
may even die in its presence, such as Clostridium botulinum. Hospitals are the most common work environment for healthcare
professionals. There are many different kinds of hospitals. Hospitals are
Triggering factors for cancer: classified by their number of licensed beds, ranging from as little as 10 in a
 Stress small community, to over 1,000 in a metropolitan area. Different hospitals
 Genes provide different services, and many specialize in certain areas such as
 Lifestyle trauma or cardiac care. Hospitals also differ by financial status (non-profit
vs. for-profit), and by their ownership (corporation- vs. government-
Biopsy – a procedure to remove a piece of tissue or cells from your body so owned). There are also academic hospitals, military hospitals, and more.
that it can be tested in the laboratory
 Benign – Not harmful 2. Medical Offices
 Malignant – Cancerous Many healthcare professionals want to work in a more comfortable,
smaller, more intimate environment, and as such prefer working in a
Treatment for Cancer
medical office. Another advantage of medical offices: they usually don't
 Chemotherapy - A treatment that uses powerful drugs to kill rapidly
require as many evening or weekend hours as hospitals. Medical offices
growing cancer cells throughout the body.
may be run by hospitals as an external branch, or they may be owned and
 Radiation Therapy - A treatment that uses high-energy radiation to
target and destroy cancer cells in specific areas of the body. operated by a physician. As with other environments, every medical office
. is different, and will have a unique set of features and characteristics.
How to Prevent STD 3. Government Organizations
A - Abstinence: Refraining from sexual activity. A large number of medical professionals work for government
B - Be Faithful: Monogamous relationship.
organizations and agencies, in both clinical and non-clinical capacities.
C - Condom Use: Using condoms.
Many people who want to work in the medical field also feel a strong
D - Don’t Share Needles: Avoiding needle sharing.
E - Education: Increasing awareness. desire to give back to their country and help their fellow countrymen.
F – Fantasy These individuals may find a medical role in a government agency to be a
perfect fit.
The Medical Office Environment

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4. Non-Profit Organizations serious illness, infirmity, or trauma. Patients in these environments need
Rather than working for profit, these organizations exist to achieve a assistance with most, if not all, aspects of their basic daily care, such as
mission or fight for a cause. Many healthcare professionals find it very dressing, feeding, and bathing. These facilities therefore need a large
rewarding to work for such an altruistic purpose. However, non-profit number of assistants on hand to help with the many tasks of caregiving,
organizations may sometimes struggle to raise funds to support their many of which are quite labor-intensive. Nursing homes and long-term
operations, and workers may be affected by this struggle. Many care facilities hire many different types of medical professionals, including
wellestablished organizations don't experience this problem; it varies by doctors, nurses, administrators, pharmacists, and nursing aides, among
the organization. others.
5. Educational Institutions
Medical professionals are needed in all sectors of the education system, Medical Terminologies:
from K12 schools to universities, teaching hospitals, health centers, and
university medical centers. Some common medical jobs at educational Physician – a medical doctor or simply doctor, a professional who practices
institutions include: school nurse, behavior therapist, speech therapist, medicine;
audiologist, mental health professionals, school counselors, and medical Healthcare – is an industry, the system by which people get the health
school professors. care they need;
Health care – (two words) refers to provider; are the specific things that
6. Military Organizations physicians do, like see a patient or prescribe a medication.
All military branches (the Army, Navy, Air Force, Marine Corps, and Coast Health Facilities – are places that provide health care.
Guard) need qualified medical staff in their ranks. There are advantages
and disadvantages to working for the military. On the plus side, it's quite PARTS OF A MEDICAL OFFICE
common for the military to pay for your medical education and training, in
part or in full. You'd get to work as a doctor, nurse, allied health 1. Front Desk and Waiting Room is a term used for the reception area in a
professional, or pharmacist in any of a wide range of dynamic medical office. This is the first and last area clients/patients visits in
environments. On the down side, you must be willing and able to live a medical office. Some medical office has waiting rooms for patients
anywhere the military needs you to, even overseas or in war zones. waiting for their appointment time with the doctor. But the usual set-
7. Hospice Facilities up is that the waiting area is adjacent to the front desk.
Hospice (also called palliative care) is the branch of healthcare servicing
the most seriously ill of all patients. This includes terminally ill (near death) 2. Private Patient Registration Area. Many practices are opting for a
patients for whom all treatment options have been exhausted. The second patient registration area that offers more privacy for check-
purpose of hospice is not to treat the illness itself--the illness cannot be in, payment, and connection of the medical and social histories.
treated. The purpose of hospice is to provide the patient with as much
comfort, dignity, and independence as possible. 3. Medical Storage Room. This room is used to store medical records or
8. Nursing Homes and Long-Term Care Facilities current patient charts. The location should be accessible to the
Patients who are unable to care for themselves are placed in nursing business area or private patient registration area.
homes or long-term care facilities. This may be the result of advanced age,

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4. Primary Care Exam Room. This is an examination room for the Here are five current trends in healthcare that are shaping the industry:
physician and the patients. But now physician has adopted a more
consultative relationship between patient and physician, more 1. Getting social. Not only are healthcare providers and brands
patients are bringing a family member along to help them remember becoming more active on social channels, with doctors reporting that
what the physician has to say, so the examination rooms nowadays social media helps improve their quality of care, but organizations have
are larger than before. also begun using tools to reach out to the community. Small things can
have a big impact on overall health, so if organizations can reach people at
5. Clinical Laboratory. This is a medical laboratory wherein clinical their level to ensure they’re taking medications correctly and eating
pathology tests are carried out on clinical specimens such as blood healthy diets, everyone wins.
or urine and the results are then analyzed to obtain information
about the health of a patient to aid in diagnosis, treatment and 2. Putting patients first. Providing the best possible assistance to
prevention of disease. our patients is our priority. To do this we should monitor daily the needs
(acuity) of patients on each ward to ensure there are sufficient numbers of
6. The Physician’s Private Office. This is the office of the physicians trained nurses and nursing assistants at all times. This ensures that staff
wherein he/she meets privately with the patients, patient’s family have time to listen to patients and relatives, and to deliver safe, responsive
member and/or visitors. care. This also means that patients and their relatives know that they have
regular opportunities to speak with staff if they wish to.
7. Treatment Room. This is a room that is designed for providing physical
treatment of a patient. 3. Digitalization of healthcare. In medical office a digital
transformation is finally coming to fruition. New technologies, such as
8. Diagnostic Room –This is the room where medical staff use specialized patient-focused Customer Relationship Management (CRM) solutions have
equipment such as X-ray machine, CT scan, Cat scan, etc. to helped improve patient satisfaction and the overall level of care. This data
diagnose a patient’s medical condition. aggregation may also help organizations cut costs by identifying and
treating patients’ health issues. For example, real-time data analytics can
9. Special Procedure Room or Surgery Room – Some medical offices have give doctors a snapshot of a patient’s health that can lead to early
this type of room for surgeries of patients or therapeutic intervention instead of advanced disease treatment.
procedures, including bronchoscopy, pain procedures,
gastrointestinal endoscopy, motility etc. 4. Telemedicine. It refers to the practice of caring for patients
remotely when the provider and patient are not physically present with
[Link] Lunch and Break Rooms. This is where the employees of a each other. Modern technology has enabled doctors to used compliant
medical office gather or spend their time for lunch break or simply video-conferencing tools. Healthcare organizations are starting to use
break time. telemedicine to help them expand. Medical Organizations have integrated
telemedicine to treat patients in its rural areas.

C. Modern Trends in Healthcare System 5. Addiction treatment. We can be sure that addiction treatment
will continue to be a large focus in the healthcare industry. Family

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practitioners today are more educated on the signs and symptoms of

addiction, and prescriptions for addictive drugs are slowly beginning to 4. Hospital Based. In hospital based work, physicians earn a
decline. predictable income, have a regular patient base, and a solid referral
network. The benefits of working for a hospital include a regular work
Practice Types schedule, low to no business and legal risk, and a steady flow of income.
On the other hand, there are drawbacks, such as a relative lack of
physician autonomy. Also, employee constraints and the expectation that
Physicians have a lot of decisions to make when thinking of where physicians become involved in hospital committee work can be drawbacks.
they want to practice medicine. These range from geographical location to
type of practice. Focusing on the latter, there are five types of medical 5. Locum Tenens
practices for doctors to choose from. Let’s take a look at each, along with a Locum tenens is derived from the Latin phrase for “to hold the place of.” In
few of their benefits and drawbacks. locum tenens, physicians re-home to areas hurting for healthcare
professionals. This type of practice has been around since the last 1970s.
1. Private Practice. In private practice, a physician practices alone These types of positions offer temporary employment and may offer
without any partners and typically with minimal support staff. Physicians higher pay than more permanent employment situations. Physicians
may choose to work in private practice for the benefits of individual working in locum tenens scenarios enjoy the benefits of variety and the
freedom, closer relationships with patients, and the ability to set their own ability to experience numerous types of practices and geographic
practice’s growth pattern. However, the drawbacks of working locations. Also, they enjoy schedule flexibility and lower living costs. The
independently in this way include longer work hours. It also includes drawbacks of locum tenens work include the possibility that benefits are
financial extremes, and a greater amount of business risk. not included, and a potential lack of steady work. Also, locum tenens
physicians need to regularly uproot their families.
2. Group Practice. A group practice involves two or more physicians
who all provide medical care within the same facility. They utilize the same The Personnel in the Medical Office
personnel and divide the income in a manner previously agreed upon by
the group. Group practices may consist of providers from a single specialty The physician or healthcare provider is usually the owner of the
or multiple specialties. Physicians working in a group practice experience medical practice and always the boss. The physician has the best interest
the benefits of shorter work hours, built-in on-call coverage, and access to of his practice and patients as his primary concern. They also determine
more working capital. All of these factors can lead to less stress. The the culture of the practice and the resulting interaction among the staff.
drawbacks include less individual freedom, limits on the ability to rapidly
grow income, and the need for a consensus on business decisions. There are two distinct groups of personnel in a healthcare facility
that perform different functions of medical care to patients/clients and
3. Large HMOs. Physicians in this practice provide medical services other stakeholders. They are the Administrative Staff and Clinical Staff.
to beneficiaries or members of their specific HMO. A health maintenance
1. Administrative Staff
organization, or HMO, employs providers to care for their members and
beneficiaries. The goal of HMOS is to decrease medical costs for those
consumers. They provide supportive services to clinical staff and to the
organization, including management, finance, billing, human resources,

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health information technology, regulatory reporting, business office to the back office. He/she helps coordinate the staffing
development, marketing, risk management, and quality improvement. of the office, scheduling, and office policies and procedures.

Administrative staff of a medical office are the following:

a. The Medical Office Receptionist. They are the frontliners of a

medical office. Their tasks includes scheduling appointments 2. Clinical Staff
and listening to clients well and communicating in a positive
and confident manner with those over the phone or clients in Functions carried out by clinical staff include medical care, behavioural
the reception area. Excellent communication skills and and mental health care and integration, health education, referral
customer service skills and multitasking associated with management, population health management, self-management support,
operating the ‘front desk’ of an office are the skills that a medication management, communication management, referral to
medical receptionist must have. specialty care with follow-up, and connecting patients to community
resources.
b. Medical Coders. They rely on their knowledge of medical
terminology, anatomy and physiology, diagnosis, and Clinical Staff of a medical office includes the following:
procedures to translate medical documentation into
standardized codes. Medical coding is a major factor in a. Medical Office Assistants. MAs perform both administrative and
obtaining insurance reimbursement as well as maintaining clinical tasks within a medical setting alongside a physician or other
patient records. medical professional. They help with some of the basic aspects of
patient care such as obtaining vital signs, cleaning exam rooms
between patients, taking blood, giving injections, and assisting with
c. Medical Billers. The are responsible for the timely
other minor procedures. They are trained in standard clinical
submission of technical or professional medical claims to
laboratory procedures and perform venepuncture, injections,
insurance companies including physician offices, hospitals,
electrocardiograms, measurement of vital signs, and more.
nursing homes, or other healthcare facilities.
b. Physical Assistants. They are known as “physician extenders” or mid-
d. Medical Office Manager. They are both responsible for both
level providers because they can fill many of the same duties as
the clinical and/or nonclinical aspects of the day-to-day
physicians. Pas are licensed health professionals who practice
operations in a medical office environment. Some medical
medicine with physician supervision. They can diagnose and treat
office managers may have a clinical background such as
illnesses and can also treat patients and write prescriptions.
nursing, but more often, medical office managers work their
way up into a management role from another non-clinical
office job such as medical billing or another position. A c. Primary Care Physicians. They are the point of first contact. This
medical office manager must have a high emotional group of specialties classically includes family medicine, internal
intelligence as he/she is often at the center of concerns medicine, and paediatrics. Primary care physicians treat patients with
between other employers and keeps all the various “undifferentiated” health concerns and must diagnosed patients
departments running effectively and efficiently, from the front based on signs, symptoms, and clinical history.

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d. Nurse Practitioner. They are licensed health professionals who can perform all the required tasks, an assistant must be proficient in a number
diagnose and treat health care conditions that fall within their of skills. The major categories of tasks performed by an administrative
specialty and can prescribe medications. NP training places particular medical assistant are:
emphasis on care management, preventive care and patient
education.
▪ Front Desk Procedures
e. Nurses. Nurses of all types and levels of education and experience ▪ Scheduling Appointments
are needed in a variety of roles to help manage patients in an office or ▪ Records Management
clinic setting. Nurses provides patient care by conducting patient ▪ Administrative Duties
assessments, administering treatment and medications, performing ▪ Billing and Insurance
diagnostic tests, and arranging patient follow-up.
Front Desk. The administrative medical assistant greets patients and other
f. Medical Technologies. They are skilled health professional who tests visitors, such as family members. The assistant also verifies personal data
and analyses blood, other body fluids, and tissue samples. MedTechs about patients, explains the fees that will be charged for services, collects
are responsible for operating and maintaining the equipment used to payments, and guides patients through their medical office encounters.
analyse specimens and ensuring that tests are completed in a correct
and timely manner.
Scheduling Appointments. The administrative medical assistant answers
g. Licensed Pharmacists. They dispensed medications and other telephone; schedules appointments, either by phone or in person; and
remedies to patients, and advise clincians and patients on the sage forwards telephone calls according to office procedures.
and effective use of medications.
Records Management. The administrative assistant opens and sorts
G. Administrative Medical Assistant Tasks, Skills, and incoming mail, composes routine correspondence, and transcribes
Personal Attributes physicians’ dictation. The assistant also maintains the physicians’
schedules which involves keeping track of the time required for office
Medical Assistants are medical office professionals who capably perform a encounters with patients, meetings, and conferences as well as
number of tasks in a wide variety of settings. Administrative tasks are coordinating patients’ hospital admissions and surgical procedures.
those procedures used to keep the offices in medical practices running
efficiently. Clinical Tasks are those procedures the medical assistant may
perform to aid the physician in the medical treatment of a patient. A Billing and Insurance. The administrative medical assistant codes or
comprehensive list of the administrative and clinical tasks and skills verifies codes for diagnoses and procedures; processes and follows up on
required of the medical assistant is discussed in this module. insurance claims and patients’ bills; assists with banking duties; and guides
patients to available financial arrangements for payment; and maintains
Administrative Medical Assisting Tasks financial records.
The administrative medical assistant is a professional office worker
dedicated to assisting to assisting in the care of patients. To effectively

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Administrative Medical Assisting Skills Wireless technologies allow health care providers professionals who are
away from their offices or hospitals to contact staff members and
The work of an administrative medical assistant, which requires many computers from any distance. Voice-recognition technology enables the
technical and personal skills, is interesting and varied. The administrative physician to dictate notes using voice commands. The use of e-mail to
medical assisting skills are as follows: communicate is as widespread as telephone communication, both within
the medical practice and among medical practices, hospitals, and
insurance companies.
Communication Skills. The assistant must understand and use correct
English grammar, style, punctuation, and spelling in both writing and
speaking. These skills enable the assistant to handle correspondence, Interpersonal Skills. Excellent interpersonal skills often come from a
medical records, and transcription, and to interact well with other staff genuine desire work with people. This desire and these interpersonal
members, patients, and other medical personnel. skills are essential for the administrative medical assistant, who is usually
the patient’s visit and influences the patient’s opinion of the physician and
the practice.
Mathematics Skills. The assistant must have good math skills to be able to
maintain correct financial records, bill patients, and order and arrange Administrative Medical Assisting Personal Attributes and
payment for office supplies. Work Ethics

In addition to essential office skills, the success of the

Organizational Skills. Controlling the sometimes hectic pace of work
administrative medical assistant depends on a positive attitude toward
requires the assistant to have the skills of managing time and priorities.
work and a cheerful personality. Personality has been defined as the
Systematic work habits, the willingness to take care of details, and ability
outward evidence of a person’s character. Many aspects of personality are
to handle several tasks at the same time are essential. Scheduling,
important in dealing with patients and other medical professionals.
updating and maintaining records, and keeping an orderly office require
strong organization skills. Because patients entering a health care setting may be anxious,
fearful, or unwell, most of them value a friendly, pleasant personality as
the most important attribute of a medical assistant. The qualities
Computer Skills. A basic understanding of technologies and the ability to
discussed here are components of a pleasing personality and are useful
use computers with mastery are essential workplace skills. Computers are
professional and personal skills.
used in every kind of health care setting for many different tasks.
Computer programs handle word processing, financial spreadsheets,
databases, and charts and visuals for speeches and presentations. With Genuine Liking for People. A genuine enjoyment of people and a desire
these programs, the assistant may handle billing, scheduling, account to help them are keys to success in a medical assisting career. These
updating, records management, and other tasks. qualities are expressed in the way you communicate with people through
speech and in your body language.

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Cheerfulness. The ability to be pleasant and friendly is an asset in any unpleasant, and always communicates willingness to help is said to be a
career. Lifting patient’s spirit helps build goodwill between them and the dependable employee. Dependability is related closely to accuracy and
physician. A pleasant assistant can frequently head off difficulties that thoroughness. The dependable assistant:
occur when patients become worried, anxious, or irritable.
• Asks questions and repeats instructions to avoid mistakes.
Empathy. It is sensitivity to the feelings of others. Empathy enables you • Asks for assistance with unfamiliar tasks.
to understand how a patient feels because you can mentally put yourself • Enters all data, such as insurance claim information claim
in the patient’s situation. Everyone has had some personal experience and lab values, carefully.
with an illness or with not feeling perfectly well. Reminding yourself of • Takes clear and complete messages.
how you felt and of how you wanted to be treated in that situation will
help you treat patients with kindness. Efficiency. Using time and other resources to avoid waste and
unnecessary effort is defining mark of efficiency. An efficient
➢ Work Ethic and Professionalism administrative medical assistant plans the day’s work in advance, makes a
schedule for completion, and assembles the materials and resources
Positive personality traits are developed into habits and skills that help the necessary to complete the tasks. Efficiency also includes the
administrative medical assistant deal effectively with tasks and with organizational ability to divide large and complex tasks into smaller, more
people. These habits, which form a work ethic, greatly enhance manageable components.
employee’s value in any medical work setting.

Accuracy. Because even a minor error may have consequences for a Flexibility. The ability to adapt, to change gears quickly to respond to
patient’s health, physicians rank accuracy as the most important employee changing situations, interruptions, and delays is flexibility. The flexible
trait. The physician counts on the assistant to perform tasks with assistant is able to respond calmly to lastminute assignments, to meet
complete correctness, including constant attention to detail. deadlines under pressure, and to handle several tasks at once. The ability
to grasp new situations and new concepts quickly is an important aspect
Thoroughness. The careful and complete attention to detail required for of flexibility. Being able to implement new ideas and good suggestions
accuracy is known as thoroughness. The thorough assistant produces with self-confidence is a mark of flexibility.
work that is neat, accurate, and complete. These traits involves: Good Judgment. The quality of good judgment involves the ability to use
• Listening attentively. knowledge, experience, and logic to assess all the aspects of a situation in
• Taking ample notes. order to reach a sound decision. Frequently, good judgment is expressed
• Paying attention to details such as who, when, why, by the administrative medical assistant who knows when to make a
where, and how. statement and when to withhold one.
• Verifying information.
Honesty. Telling the truth is honesty. It is expressed in words and actions.
• Following through on details without having to be
It is the quality that enables the physician to trust the administrative
reminded.
Dependability. The administrative medical assistant who finishes work on assistant at all times and in all situations. The trustworthy assistant
schedule, does required tasks without complaint, even when these may be understands the serious nature of the physician’s work and the

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confidential nature of the patient’s dealings with the physician. The Tact. The ability to speak and act considerably especially in difficult
assistant can be trusted not to reveal any of a patient’s data, any situations, is known as tact.
conversations, or any details, which must always remain confidential. The
Working with people in ways that show you are sensitive to their possible
honest assistant is also quick to report mistakes without attempting to
reactions helps to achieve the purpose at hand smoothly and without
cover them up or to blame others. Finally honesty is central to the
giving offense. Tacful manners and speech create goodwill with patients
integrity that allows the assistant to effectively represent the profession.
and with other staff members.
Initiative. To take action independently is to show initiative. The
Being a Member of the Team. Those who have the positive attitude of a
administrative medical assistant works with certain routine administrative
team player are generous with their time, helping other staff members
activities every day. Dealing with these often requires the assistant to take
when necessary. A good team player observes stated office policies and
action without receiving specific instructions from the physician. The
quickly learns the unwritten rules of office life.
assistant’s ability to move work forward and to resolve issues by using
initiative is a valuable skill in a busy office. Assertiveness. Assertiveness is the ability to step forward to make a point
in a confident, positive manner. Administrative medical assistants who are
Problem-Solving Ability. Problem-solving involves logically planning out
accurate, dependable, and honest, who understand and perform tasks
the steps needed to accomplish a job. Asking for advice when appropriate
with intelligence and good judgment, are confident employees.
and acting wisely also demonstrate the ability to solve problems
Assertiveness assumes that the assistant not only is competent but also
effectively. The administrative medical assistant who is adept at solving
has established cordial and cooperative working relationships.
problems also has a basic understanding of the goals and requirements of
the work environment. Professional Image. Few professionals are as much respected as the
medical profession. It is a profession that has an image of health,
Punctuality. Being on time punctuality is important for the administrative
cleanliness, and wholesomeness. If you choose to work in a health care
medical assistant because of the physician’s schedule and the need to
setting, your appearance and bearing must reflect this image. Patients
complete routine duties before patients arrive. A medical office is often
expect your positive personality and pleasing manner to be reflected in
open for the staff a half hour before patient appointments. It is a time to
your appearance through healthful habits, good grooming, and
be used for planning the day’s work, organizing tasks, and greeting
appropriate dress. In the workplace, however, you reflect not your own
patients who may arrive before the start of business hours.
personal vision but the employer’s preferences about how the practice
Self-Motivation. The quality of self-motivation is expressed by a should be seen by patients and the community.
willingness to learn new duties or procedures without a requirement to do
The Medical Assistant / Duties and Responsibilities
so. The administrative medical assistant who helps with work that needs
Medical assistants provide a variety of technical, clerical,
to be done and learns new aspects of job responsibilities is self-motivated.
receptionist, and patient care services under the supervision of nurses or
Alertness is an aspect of self-motivation. This alertness enables the
medical practitioners. While the exact scope of their responsibilities may
assistant to see and undertake jobs that need to be done and to anticipate
vary depending on the size of the hospital, medical facility, or practice,
the patient’s and the physician’s needs.
medical assistants generally support practitioners and other members of
health care team by gathering patient medical history, taking and

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recording vital sign information, and occasionally assisting with minor,

office-based procedures. Medical assistants are essential to delivering
highquality patient care.

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