What Qualities Does An Exceptional Office Manager Possess?

Recently, a physician emailed asking about hiring an office manager for their practice.  They indicated they had suffered through those who blamed, ones who acted like they knew everything, ones who were caustic or secretive, and those who only wanted to delegate but never pitched in.  Now faced with another recruiting effort, the physician asked what qualities they should look for in an exceptional office manager.

In a medical practice, the office manager is a crucial team member overseeing the office's day-to-day operations.  Exceptional office managers possess unique qualities that enable them to effectively manage the office and create a positive work environment for staff, patients, third-party resources, and vendors.  In this blog, we’ll explore some essential qualities that make an exceptional office manager in a medical practice.

1. Strong Communication Skills

Effective communication is essential for any office manager and is especially important in a medical practice.  An exceptional office manager must be able to communicate effectively with everyone who is involved with the practice.  They should be able to listen actively, speak clearly, and provide clear instructions to ensure everyone is on the same page. 

2. Attention to Detail

In a medical practice, attention to detail is critical.  An exceptional office manager must be detailed-oriented and able to keep track of many different tasks and responsibilities.  They should be able to multitask, prioritize tasks, and manage their time effectively to ensure everything runs smoothly.

3. Flexibility and Adaptability

In a medical practice, things can change quickly, and an exceptional office manager must be able to adapt to these changes.  They should be flexible, able to adjust their plans and priorities as needed and work well under pressure.

4. Problem-Solving Skills

An exceptional office manager must be a problem solver.  They should be able to identify issues before they become problems and develop strategies to address them.  Exceptional office managers don’t whine or blame.  They work with those involved, think creatively, and develop innovative solutions to the problem at hand.

5. Leadership Skills

An exceptional office manager should be a strong leader, able to inspire and motivate the team.  They should be able to delegate tasks effectively, provide feedback, and empower their staff to take ownership of the work.  They should be willing to step in and help when needed.

6. Empathy and Compassion

In a medical practice, empathy and compassion are essential qualities.  An exceptional office manager should be able to understand the needs and concerns of the providers, staff, and patients and respond with empathy and compassion.  Are they friendly people, or do they have an edge?

7. Technical Skills

In addition to the above qualities, an exceptional office manager should have strong technical skills.  They should be proficient in using electronic health records (EHR), practice management systems, and other technology commonly used in medical practices.

If you are looking for an exceptional office manager for your medical practice, look for one with the above qualities who is transparent in all they do.