Health Insurance Companies Process 1 in 5 Claims Wrong.

How Physicians Can Find Top-Notch Medical Office Staff

3 Things to Look for When Hiring Medical Office Staff

Qualified Staff Keep Revenues Up and Medical Offices Running Smoothly

A doctor is only as good as their staff. You’ve heard that before, haven’t you?

The team members you choose – from the front office to clinical – form the backbone of the medical practice. Whether scheduling an appointment or providing insurance information, patients will interact with office staff multiple times before they even see the doctor. And if the staff is unpleasant when dealing with patients or they are untrained when it comes to billing and coding, your practice will suffer the consequences.

Fewer patients, incorrectly filed claims, lowered revenues. Exactly what you don’t want.

So what’s a physician or office manager to do? How can you find and hire qualified candidates?

How Capture Billing Does It

While we don’t claim to be staffing experts by any means, we do know a thing or two about screening prospective candidates. As we’ve grown over the years, we’ve had to frequently revisit this topic. And as medical billing regulations have become increasingly complex, we’ve refined this process to find more highly skilled staff with less hassle.

It’s important to remember that hiring staff for your practice is an investment of time – BUT it will pay dividends when you get it right – with happier patients, properly billed claims, and higher revenues.

When you’re short-staffed and already overworked, it’s tempting to just pick the first decent candidate that comes along. But it’s certainly not always the smartest tactic, especially when it comes to claims filing and billing – the financial foundation of your medical office.

For us, we’ve found an initial investment of time means we find the ideal candidate more often than not. So when we have an open position and receive stacks of resumes, this is how we break the process down into more manageable steps.

  1. Go through the resumes and pick five candidates with an extensive background in the area for which we’re hiring. Depending on the position you’re hiring for, you’ll be looking for different things. At Capture Billing, we look for strong backgrounds in medical billing and coding. And if they’re a certified coder, we can verify that through the American Academy of Professional Coders (AAPC) website.
  1. Conduct brief phone interviews with each candidate to rate their knowledge and personality. Each interview should be 15-30 minutes maximum – just enough to verify the candidate does indeed know the industry and to get a taste of their personality and experience in healthcare.
  1. Invite those who make the cut in for a face-to-face interview. We plan two hours for this step of the process and we have at least two members of management present.
  1. Management compares notes after each interview. Each member of management offers a different perspective on how the candidate interviewed, so that’s why we like to have at least two managers sit in on it. This step is where we pool together those opinions and evaluate who is a better fit for us.

No matter what though, three characteristics always top the list for our ideal candidate. These may vary for your medical practice, but this is what has worked well for us at Capture Billing.

3 Key Characteristics to Look for When Hiring Medical Office Staff

Teachability – You can teach someone to do data entry, or billing and coding, properly. Those are skills that can be taught if given enough time. But you can’t make someone want to learn – to have the drive and passion to want to do their best and keep learning more each day.

Personality – Likewise, the same holds true for personality – it’s nearly impossible to mold it to fit your office dynamic. The staff of medical practice has to work together daily in order to provide the best patient experience and keep the office running smoothly. We consider our team a family at Capture Billing, so it’s important we find personalities that will gel and work well together.

Experience – And of course experience is important too, but there’s a reason that it ranks third for me AFTER teachability and personality in the priority list. So while being knowledgeable of the job requirements and experience is a must, most practices will train you on their specific way of doing things once hired anyways.

That’s why the ability to learn new things is number one for us. At Capture Billing, we teach all new hires how to properly do the job in order to make sure that our clients, practices, doctors, and all our healthcare providers are consistently taken care of 100%. We do that whether the candidate has 2 years in healthcare or 20 years.

 A Trial Run

If a candidate ranks high on each of those areas during the face-to-face interview, we perform one final step: job shadowing. In our experience, this is virtually unheard of these days but we feel it’s well worth the effort.

The candidate comes into our office and shadows a handful of staff members, so they may see a range of jobs that day – data entry, insurance claim follow-up, coding, patient collection calls, etc.

They can see exactly what the position entails, the pace the office runs at, and how demanding the workload can be. Plus, candidates get to interact with the people they’ll be working side-by-side with, and we get to interact with them. We can see how personalities will mesh.

After the shadowing, the staff members provide feedback to management by answering questions like:

  • Is this person teachable?
  • Do they have a good sense of humor? (Yes, sense of humor)
  • How did they handle the pressures of the job?
  • Did their past experience shine through?
  • Can you work with this person?

The job shadowing experience is a deal breaker for some – certain candidates will realize the position isn’t the right fit for them. Maybe our pace is too fast, the level of detail is too much, or it’s different than what they’re used to, especially if they’ve come from a smaller, slower-paced medical or billing office.

You’re Hired!

Here at Capture Billing, we keep moving because our clients expect – and need – that level of commitment, dedication, and attention to detail. This hiring process works well for us in finding and retaining highly skilled medical billers and coders.

Hopefully these same steps can make hiring staff for your medical practice less stressful. And if you still struggle to find qualified employees for your in-house billing department, we’d be happy to assist with your billing needs in the meantime.

How do you find qualified staff for your medical office? Please comment below and let me know!

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11 thoughts on “How Physicians Can Find Top-Notch Medical Office Staff”

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    yes, you are right, Having experienced partners guide you through crucial everyday business essentials—your marketing, operations, and especially when you hiring medical office staff.

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    yes, you are right, Having experienced partners guide you through crucial everyday business essentials—your marketing, operations, and especially when you hiring medical office staff.

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    I think it would be great if all medical office staff were required to be teachable, personable, and experienced. That would be a great way to make sure that everyone who is being treated – be it at a clinic or a hospital – receive quality care and consideration. If I were in charge of a medical office, I would definitely follow your advice in making sure they have these qualities as well as giving them a trial run to see if they will live up to your standards.

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    I agree that you want to consider researching at least five medical billing services. It would be good to consider all of these together in order to know which is best. You may even want to talk with past clients and find out what qualifications they have.

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    I agree that you want to consider interviewing a doctor for 15-30 minutes to get to know them. Finding someone who is qualified and trustworthy would probably take a bit of time when you are interviewing them. My husband and I are looking for a new physician, so we’ll have to interview a few doctors first.

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    Thanks for mentioning how a physician clinic should be qualified, experienced, and teachable. I also like how you said that they should do their job smoothly as well. My husband and I are looking for a physician clinic; thanks for the post.

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    I like that you talked about conducting phone interviews. My mom is looking to find a family practice clinic and wants to make a smart decision about it. I’ll be sure to talk to her about doing some phone interviews before making a decision.

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    When I was hired by my Boss as medical staff, he said that he found me through Yelp. Due to my good reviews from my previous clients/boss, he bases his qualifications from that. He said that he never go wrong when he hired me 🙂 I am flattered of course. But what if it is the other way around? Like you want to find a top doctor in your area? My no. 1 suggestion here is research online review sites. You will get the best and top doctors that you are looking for with different specializations.

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    I like how you start your list of key attributes with the teachability of potential staff, and their drive and passion to want to keep learning and doing their best. I imagine that this drive would be especially useful in the medical field which is constantly experiencing new discoveries and technologies, as it would enable your staff to adapt well to whatever changes were necessary. I feel like using a staffing agency that specializes in medical and billing staff would be a great way to find employees who fit the bill.

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    Manny- I consult with a network of oncology practices across Kansas…and I would L.O.V.E. to see more people employ the job shadowing technique! As a prospective candidate, I would be excited for this opportunity to judge the chemistry of the practice, observe routines and how the team supports one another and communicates. I bet employing these strategies for years is why you have such a great team! Great tips!

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      Carol —

      Several of our team have been with me for over a decade and lots over 5 years. The shadowing is the cornerstone of the hiring process. They get to see what it is really like at Capture Billing.

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