Human Resources

Your administrative staff is the engine of your practice. Managing them well can boost patient satisfaction, reduce turnover, and improve your bottom line.

Key Non-Clinical Functions to Cover:

• Appointment scheduling and reminders
• Chart prep and maintenance
• Patient check-in and insurance verification
• Prior authorizations
• Lab orders and prescriptions
• Claims submission and reconciliation
• Denial management and AR monitoring
• HIPAA compliance
• Phone call handling

Signs You May Need Staffing Adjustments:

• Long patient wait times
• Frequent claim denials due to errors
• Lack of clarity about accounts receivable
• Physician overwhelmed with admin work

What to Do:

• Define and communicate clear job descriptions
• Identify and fix accountability gaps
• Offer training or restructure responsibilities
• Consider tough staffing decisions if necessary (consult legal counsel)

Helpful Resources:

• Tips for Managing Administrative Staff
• Download a Sample Employment Application

Administrative staff often handle sensitive information and financial transactions. A pre-employment background check helps protect your patients and your practice.

Recommended Background Checks:

• Employer reference checks
• Criminal record search
• Credit report review
• Verification of education credentials

Legal Considerations:

• Must get written permission via a standalone document
• Must notify applicants if not hiring due to a credit report
• Must properly dispose of background reports (shred or permanently delete)

Should You Use an Outside Company?

Yes - consumer reporting agencies ensure thorough, compliant checks. Be wary of low-cost services that promise too much for under $100.

Whether you’re joining a hospital or group practice, understanding your employment agreement is crucial.

Downloadable Guides:

• Hospital Employment Agreements
• Group Practice Employment Agreements

Planning to sell your practice? Be prepared with the right steps and documentation.

Helpful Resource:

• Checklist for Physicians Selling a Practice

Turnover hurts morale, patient care, and your bottom line. Consider the following factors:

• Is staff feedback encouraged and valued?
• Are performance reviews conducted regularly?
• Are conflicts addressed professionally?
• Is compensation competitive?
• Are training and supervision adequate?

A positive work environment goes a long way in retaining great staff.