Smaller offices can use office managers, too

Practice Management. By Mike Norbut, AMNews staff. May 24/31, 2004.

From the largest multispecialty group to the smallest startup practice, physician offices need staff to run smoothly. While some doctors like the idea of running the office, at some point as the practice grows, they might need to hand over administrative reins to concentrate on treating patients. Enter the office manager.

While the position has been around practically since the creation of the medical group, the office manager is not a staple of smaller practices. Some practices get by with a couple of office workers doing everything, while others have the physicians themselves intimately involved in everything from payroll to billing.

The point at which physicians and consultants suggest hiring an office manager varies. Some say as soon as possible. Others suggest when your day is spent more at busywork than clinical duties. It's essentially a personal decision that can bring tremendous benefit to a practice -- provided you avoid a few potential pitfalls.

"If you're a solo practice starting from scratch, and the physician has some business acumen, it's probably a luxury item to start," said Michael O'Sullivan, a health care consultant in Bow, N.H. "But as you find your time is consumed with busywork, it may be more cost-effective to delegate."

Ideally, the first person you hire would learn the nuances of the practice as it grows, earn your trust and assume the office manager role once you need to create the position.

James Morris, MD, a general surgeon in Lebanon, Tenn., started in solo practice with one employee who helped with everything. The practice grew to three physicians and five employees, with the original employee assuming the role of office manager.