A Day in the Life of a Medical Office Administrator

HealthcareMarch 03, 2022

When you visit a clinic, hospital, outpatient care center, or senior care residence, the person responsible for keeping operations running smoothly is the medical office administrator (MOA). This person handles administrative tasks that are often behind the scenes, so that the doctors and nurses can focus on the patients. 

While a MOA’s schedule is filled with a variety of tasks, a day on the job may resemble this schedule. 

First Thing in the Morning

Unless the facility is open 24/7, the medical office administrator is often the first person to arrive. They will open the facility, turn off the alarm, and turn on the office computers. 

The MOA will check voicemail messages and either respond to them or route them to the appropriate person. If there are appointment cancellations, they’ll make note of them and check if there are patients who are waiting for a same-day appointment. 

As the doctors, nurses, and staff members arrive, the MOA will greet them and brief them on the day’s appointments, making sure the files for each patient are readily accessible. 

When the Office Opens

Once the office opens for patients, medical office administrators will turn to their daily tasks. Depending on the size of the office, MOAs may help check-in patients as they arrive, providing them with the paperwork they need to complete and verifying their information and insurance. 

If they’re not working with patients, MOAs may be responsible for bookkeeping, payroll processing, logging in receipts, and paying the expenses and bills of the practice. They may also be involved in patient billing and collection, as well as entering and depositing payments. 

Another responsibility for a MOA is managing patient data. They may update patient records or collect charts, test results, and X-rays from other healthcare facilities, especially if a patient was referred by another provider. MOAs are also responsible for keeping records current and they may need to archive old records, or shred outdated documents.

During office hours, MOAs answer the phones, take messages from patients and relay them to the doctors and nurses. They may also field calls and answer questions from patients, other healthcare providers, pharmacies, and insurance companies. Medical office admins may also help schedule patient appointments. 

Afternoon Tasks

As the day goes on, MOAs may shift their focus to tasks that help the office run more efficiently. For example, if things start to slow down in the afternoon, they might take inventory of supplies and place orders to replace items that are running low. 

Other afternoon tasks may include calling patients to remind them of appointments and confirming any pre-visit requirements, such as fasting. If a doctor needs to reschedule an appointment, the MOA will make those calls, as well.

End of the Day

When the patients are gone, MOAs will finish their day by handling the tasks they couldn’t complete during office hours. They may also be responsible for refilling supplies, disinfecting equipment, and preparing the office, exam rooms, and charts for the next day. They’ll check the office voicemail and email one last time before they leave, turn off computers and lights, set the alarm, and lock up for the night. 

If you enjoy a fast-paced job where you can be involved in a variety of activities throughout the day, becoming an MOA might be the right career choice for you. Medical Office Administrators are essential to well-run facilities and Fortis’s can help you get started training for this career. The medical office administration program is available at our Georgia, Florida, and Maryland campuses. To learn more, please visit our site.