Medical Office Manager Interview Questions

"I'd describe my management style as collabourative. I value everyone on my team, so I want to hear their ideas and concerns. Having a collabourative, open relationship with my team improves communication among everyone. It also encourages everyone to work their hardest and prioritise patient care."

"To ensure I implement new policies or other changes smoothly, I start by introducing the change at an office-wide meeting. This allows everyone to hear about the new changes at the same time so no one feels left out. It also gives me an opportunity to answer questions and clarify details with the team. I then put key points in writing by e-mailing the new policy to everyone and posting it around the office for reference."

"Yes, I have training experience. Inducting new employees was one of my primary responsibilities at my previous company. I always start by holding an orientation session with the new employee to show them around and ease them into their new workplace. Then, I schedule a time to shadow one of their colleagues in the same position to learn how to do their job. If they're in an administrative position, I organise for them to shadow me."

"In my previous role as a medical office manager, I had several daily responsibilities. I started my day by going through my e-mails and phone messages to address questions from my team or patients. Then, I worked on administrative tasks, such as maintaining medical records and submitting insurance claims. Throughout the day, I would supervise my team and ensure everyone was working safely and efficiently."

"Tasks that involve patient care are always my top priority. For example, if I need to pay the medical office bills and schedule a patient's appointment, I prioritise the patient's needs. I also take deadlines into consideration. If I know I have a big deadline coming up, I prioritise that project ahead of others. To keep track of all of my deadlines, I write them all down in a calendar I can refer to daily."

"In my previous role, I disagreed with one of our physicians. He needed supplies that we had run out of, but I told him the shipment would be in later that day. He became upset and blamed me for not ordering it earlier. I apologised for the inconvenience but reminded him I only take inventory once a week. He understood and agreed to let me know when supplies were running low in the future."

"I stay up-to-date with current industry knowledge by consulting medical news sites and magazines in my spare time. Medical News Today, Modern Healthcare, and Canadian Healthcare Technology are some of my favourite resources. To ensure my management skills are always up-to-date, I also take online management courses and training when I can."

"In my previous role, we used inventory management software that helped me keep track of all our supplies and notified me when we were low so I could make orders. I've also taken inventory by hand in previous roles. I reviewed it once a week and kept detailed notes on everything we ordered. I also encourage my team to bring it to my attention when supplies are running low."

"To keep patient information private, I take several measures. If I need to talk to a patient in person or on the phone, I do it in a private area so no one can overhear the conversation. If I need to access a patient's file, I do so with no one around and put it back in its rightful place when I'm done. No medical files ever leave the office. I would never discuss patients with family or friends to preserve their privacy."

"In my previous role, I used NextGen Healthcare Software, a private practise management platform. It helped me keep track of patients, finances, and insurance claims. We also used software for inventory called Acctivate Inventory Management. I'm a fast learner, and would be happy to learn how to use any other software you prefer as well."

"As a medical office manager, some of my best skills are my communication and interpersonal skills. They help me connect with my team and patients to ensure everything in the office runs smoothly. They allow me to address concerns before they become major problems and help patients feel welcome in our office. Being really organised is another great skill I have as it helps me manage a medical office efficiently."

"I'm very comfortable creating and implementing budgets and worked them frequently in my previous role. To start, I would analyse your current budget and other financial reports. If your office is frequently over budget, I would assess ways to cut down on unnecessary supplies or seek different suppliers. If the office is consistently under budget, I would direct the excess money elsewhere, like pay increases or renovations. I would only create an entyrely new budget if necessary."

"To create a positive patient experience, I keep things organised. This way, patients don't have to wait a long time for appointments or to see physicians. I also address patient concerns immediately to show them we care and want them to receive the best service possible. I organise frequent customer service training programmes to keep office staff up-to-date."

"I treat each employee the same, regardless of their position. I don't want other employees to feel like I am favouring one over the other, so everyone receives the same, fair treatment. However, I know people respond differently to various styles of leadership. So, I tailor my approach to provide the best support for every unique team member."

"To streamline administrative processes, I use a lot of technology. I find using administrative software in a medical office environment improves efficiency and organisation. I also delegate tasks to the right team members to ensure everyone is making the best use of their time."