Key Issues to Address at Each Medical Office Meeting

Do your medical office meetings quickly get off topic or seem to be a waste of time? Perhaps it's because the information is not properly organized with an agenda. Developing a standard agenda allows you to address key topics at each meeting in the order of importance.

This allows each meeting to flow smoothly and stay on topic with enough time to discuss all of the most important issues. Here are some important agenda items that will help you ​host an effective medical office meeting.


Patient Scheduling

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The patient schedule is one of the most important medical office aspects of the medical office. It impacts every area of the medical office from staffing to finances. When discussing patient scheduling, it is imperative that any opportunities for improvement be addressed. The agenda should include:

  • Any issues that may be causing disruptions to patient flow such as canceled appointments, late arrivals, no shows, or staffing issues.
  • If your office has a production goal, inform the staff about how well they are doing or what needs to be improved.
  • Ask the staff for input about how they think things are going and encourage them to offer suggestions on how to improve patient scheduling.

Financial Goals

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The financial health of the medical office is something that all staff should be aware of. It impacts everyone which means all staff should be responsible for helping management achieve the financial goals of the medical office. Some basic information that you could share with your medical office staff can include:

  • Patient Retention Rate: The patient retention rate measures how well your medical office can keep patients returning in order to fulfill their commitment and dedication to health and wellness. In other words, it determines how many of your patients are coming back. This indicates how well all staff performs in terms of patient satisfaction. If you have a low retention rate, this is the opportunity to focus on areas of improvement or determining the barriers that exist that may be preventing patients from returning.
  • Accounts Receivable: Accounts receivable information helps to analyze the financial health of the medical office. Insurance collections, patient collections, and uncollectible balances are important. Each of the staff contributes in one way or another to accounts receivables, whether they are responsible for charge capture, billing, coding, collections, or data entry. This should be expressed to all medical office staff, so they are aware of their responsibility to accounts receivable.
  • Operating Costs: Decreasing physician payments, fewer patients, and high technology costs can be financially crippling. The best way to handle rising operating costs is to monitor them and then develop a plan to cut costs. Inform staff on ways they can help contain operating costs. Remember these three words—reduce, reuse, and recycle—when appropriate.

Mandatory Items

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Mandatory items include certain topics should be touched on at each meeting to ensure that your medical office maintains compliance to state and federal guidelines. These could include:

  • HIPAA: Remind your staff each meeting about the importance of avoiding disclosure of information through routine conversation; discussing patient information in waiting areas, hallways or elevators; proper disposal of PHI; and access to information be strictly limited to employees whose jobs require that information.
  • Infection Control: Preventing the spread of infectious diseases is the main goal of infection control in the medical office. Proper handwashing is the most effective way of preventing the spread of infections, but it isn't the only means. Friendly reminders will go a long way in making sure staff and patients stay safe.
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