Medical Office Staff Meetings That Stick: Tips for Conducting a Successful Meeting

Posted by Practice Management Institute on May 2, 2019 2:55:09 PM
Practice Management Institute

Want to improve engagement at your next medical office staff meeting? Best intentions don’t always result in successful outcomes. You can become a better team leader with good preparation and a little ingenuity. Read on for tips that will help you turn a sub-par meeting into a forum that meets objectives. The formula is simple: start with "why", create your outline, and stay focused.

Why Are Staff Meetings Essential For a Medical Office?

Authors have earned millions with best-selling books focused on this three-letter word, “WHY”. The best office, the best team, the best plan starts with why. It cannot be overemphasized. Why are you holding a staff meeting? What is the purpose? What do you hope to gain? Here are some “why’s” to consider:

Staff meetings help streamline operations by:

  • reducing interruptions during the workday to answer questions.
  • eliminating task repetitions because someone did not know about a recent change.
  • lessening the interchange necessary to make a decision.

Staff meetings increase productivity by:

  • clarifying who is going to do what duties when.
  • answering specific questions staff members have about their duties.
  • reducing incidences of “crisis” management.

Staff meetings generate better decisions by:

  • providing a structured forum for both clinical and non-clinical staff.
  • promoting two-way communication to discuss issues and solve problems.


How Can You Conduct a Successful Staff Meeting?

Once you’ve established your whys, you can put more structure and shape to your meetings with some of these tips and best practices:

  • Use a written agenda and stick to it.
  • Set a consistent date and frequency that makes the most sense.
  • Ask the physician(s) to attend.
  • Make the meetings mandatory.
  • Encourage everyone to speak but don’t let complaints hijack the meeting.
  • Set aside time to talk about “fun” issues like birthdays, vacations, weddings, etc.
  • Set specific meetings for larger discussions. (See ideas for discussion topics below.) 

Promote Engagement

Plan time in your agenda to discuss a specific issue or topic that your office may be grappling with such as no-show appointments, compliance procedures, or the increase in rejected claims. Involving staff in problem-solving helps improves engagement, and culture overall.  Here are a few general areas for consideration:

  • Coding and medical claims management
  • Patient relations
  • Patient identity theft
  • Changes in CLIA, OSHA, and Medicare guidelines
  • Preparation for changes in health care guidelines
  • Front office improvements

Meetings don’t have to be dull and unproductive. Create a structure that works for your clinic and you’ll be on your way to more exciting and productive meetings.

Learn more about leading your team at Practice Management Institute is a leading provider of training and certification for medical office professionals. Learn more about the Certified Medical Office Manager curriculum here.


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Topics: Practice management, CMOM, PMI Certification, medical office certification, Certified Medical Office Manager, medical office

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