A practice manager oversees the day-to-day activities of a medical office. The facility’s office manager supervises and trains its office staff, manages its finances, and oversees its budget. In addition to being organized, an effective communicator, and having excellent people skills, a practice manager must be tenacious. Let us have the 25 best questions and answers considered essential, especially when an interview for the same position is conducted.
1. Why Are You Interested In This Role?
I’m interested in this position because I think my skills will help resolve this issue within your company. As a result, we would benefit personally, professionally, and financially if I learn and grow these skills. Furthermore, I have great communication and collaboration skills and a lot of working experience.
2. What Are The Primary Roles Of A Practice Manager?
Practice managers oversee all administrative and business aspects of a private health center or medical practice. They are responsible for hiring employees, ensuring compliance with regulations, and managing the practice’s budget.
They are responsible to:
- Ensure that work procedures are established and followed.
- Perfectly comply with government regulations and industry standards.
- Employ, train, and supervise administrative staff.
- Organize patient records electronically.
- Manage the practice’s daily operations, including billing, debt collection, security, and occupational health and safety.
- Organize resupply of medications and medical equipment.
- Deal with complaints of patients.
- Coordinate performance evaluations for the staff.
- Provide patient services in collaboration with physicians.
3. What Are The Qualities That A Practice Manager Need To Be Successful?
The organization must have a practice manager. It is not only about taking care of billings and workflow but keeping everything on track and driving the vision of the business. His leadership drives the company forward.
Who should be a practice manager? Here are five qualities he or she should possess:
- Passion – You need a practice manager who is passionate about what they do. They need to help drive the culture of your company, as well as hold you accountable for your goals. Passion is essential for achieving these goals.
- Organization – Your Practice Manager could be preparing your monthly report one minute and organizing the next staff social event the next. A practice manager wears many hats, so the ability to organize is essential. Your business will be chaotic without them, important tasks will slip through the cracks, and clients will become irritated.
- Confidence – As a leadership team member, your practice manager plays an important role. They must have confidence in what they do and the confidence to hold the partners accountable.
- Control – Practice managers will be looked to when things get rough. Things will quickly get out of control if they do not know how to maintain control. It is not just a matter of maintaining control in the workplace. All of these are equally important: control of the team, culture, and control of their work.
- Always learning – A good practice manager will always be learning to keep up with changes in their industry. They will want to stay current on trends in your industry and make sure you are using the best software, processes, and procedures.
4. List The Major Challenges Did You Face During Your Last Role? How Did You Manage Them?
One of the best challenges practice managers face is the increasing demand for providers’ time. Some providers, especially in independent healthcare practices, find it difficult to find enough time in the day. As patient expectations increase and the needs of the practice change, providers are mostly faced with more practice management challenges throughout the year. More and more patients want one-on-one visits with their doctors to discuss their care. Most practices are still operating largely on a fee-for-service model despite many providers seeking a value-based approach. Due to this, many providers feel pressured to see as many patients as possible in a day to maximize revenue. I had to combat this all. I did this by increasing time demands on providers, which I did by partnering with vendors of RCM services. Also, I used to have the best practice management software applications plus EHR to optimize and simplify their workflows.
5. Describe Your Daily Routine As A Practice Manager Role?
As a practice manager, I am responsible for staffing and scheduling. The same applies to human resource requirements, i.e., managing leave and onboarding new employees.
In many smaller practices, some financial tasks are also dealt with by me, i.e. managing the revenue cycle, overseeing different budgets, and ensuring that the practice has all the necessary resources to continue operating effectively. Other tasks include:
- Morning routines and checking daily schedules
- Fixing appointment slots regularly
- Setting up timely meetings as per their purpose
- Breaking larger projects into smaller ones
- Maintaining work-life balance
6. Describe Briefly About Your Experience?
In my previous work experience, I was responsible for overseeing all aspects of private medical practice’s business and administrative operations. I was responsible for hiring employees, ensuring compliance with regulations, and managing the practice’s budget.
7. What Kind Of Strategies And Mindset Are Required For The Practice Manager Role?
When your hard work is paid off, and you get promoted to a practice manager position, it’s exciting and terrifying all at the same time.
On the one hand, you have proven that you have the skills to move up the career ladder. However, practice management is a completely new skill that will take time to master. It’s generally regarded as the hardest professional transition one makes throughout their career – and even senior-level managers struggle at times. Let us look at the strategies required for the same role.
- DOING TO DELEGATING – As an individual contributor, you were the expert who got work done and judging by your promotion to management, you were great at it. But now, as a practice manager, your role is to get work done through other people. Delegation is a critical skill, that one can master as a manager. It is necessary not only to delegate to get things done, but you should also assign work that will develop your team’s skills. At first, new managers struggle with delegation because they haven’t gotten rid of their contributor mindset.
- ONE WAY TO MANY WAYS – It can be frustrating at first to realize that your way isn’t the only way and that being a successful manager doesn’t mean always having the one right answer. Instead, a successful practice manager shows openness to different ideas and decisions and leaves the specifics of accomplishing a task to the individual contributors. He/she transitions from thinking there is one right answer to being open to many right answers.
- Having to realize that you don’t always have the one right answer can be frustrating at first. Successful managers show openness to different ideas and decisions and let the individual contributors choose how to accomplish a task. An effective practice manager shifts from thinking there is one right answer to being open to various options.
8. What Is The Biggest Challenge You Foresee In The Practice Manager Job?
Patient satisfaction is the biggest challenge I notice in this role. Patients can be frustrated by changes in healthcare regulations and processes. Whether you are responsible for the changes, patients can be frustrated. You may lose revenue if your patients no longer schedule appointments when their satisfaction drops. In addition, you can’t ignore the power of your patients when it comes to recommending your practice to others.
Maintain regular patient feedback reviews to prevent this practice management challenge. Find out what is frustrating them through anonymous surveys and feedback forms. Making small changes to the workflow can often increase patient satisfaction. An electronic record can simplify the registration process. Reminding physicians and nurses that bedside manner is equally important while it’s important to attend to patients efficiently. Healthcare providers shouldn’t treat patients like they check them off a list as they hurry through their appointments. Those who feel that way are more likely to look for someone who makes them feel like more than just a list of symptoms.
9. How Do You Stay Motivated At Work?
I keep myself active and busy learning new concepts and techniques. I never get bored with my work and always looking for something new and challenging. Moreover, I keep myself motivated by following the below-mentioned points.
- I always think about my impact
- I break bigger tasks into small ones
- I never fall asleep as I enjoy my work
- I am ready to accept challenges
- I never mix my personal and official lives
- I ever consider my work hard work
- I always crate small bite-sized goals
- I read and learn daily
- What I am today is always better than what I was yesterday
10. Describe A Time You Failed In Practice Management Role And The Lesson You Learned?
My previous job involved managing a large project for one of our biggest clients, and I was so eager to please them that I told them we could finish it within two weeks. Although I thought this would be possible, it took three weeks, and they weren’t happy. After that, I realized I should have been more conservative in my estimate to the client. It did occur to me that a client won’t be upset if you’re upfront about the timeline, but if you promise something and don’t deliver, they’ll be upset. Using this experience, I became much better at managing clients’ expectations during supervising projects. After that, when I told a different client that a project would take four weeks, we completed it in three weeks. The client was delighted.
11. Why Do You Feel You Are Qualified For The Practice Management Role?
Due to my experience as a practice manager, I lead by example; I show respect, work hard, have gratitude, and am kind to everyone. My work ethic is excellent, and I never take unscheduled vacation days. Furthermore, I stay informed and educated on all relevant topics. The same makes me suitable and qualified for the said role.
12. Share With Us Your Greatest Achievement
In my previous position, my greatest professional achievement was becoming a practice manager. My work had never been a source of pride or motivation until last year. As soon as my supervisor told me he saw great potential in me, I immediately redirected my efforts and prepared to become a leader. My attitude and work quality changed after taking courses, listening to lectures, and following my supervisor’s guidance. Within six months of being appointed practice manager, I successfully led the practice to greater efficiency and compliance.
13. How Do You Define Your Success as a Practice Manager?
I define success in two ways as a practice manager. In my opinion, achieving the company’s larger goals and creating bolder ones is a measure of success. Furthermore, improving employee engagement and increasing their commitment to greater growth also qualify. My previous role enabled me to implement culture improvements that significantly increased productivity at work, boosting it by ten percent. I was proud to be a part of an even brighter future due to that.
14. What Is Your Time Management Strategy As A Practice Manager?
I manage time in the following ways.
- I have an ideal morning routine.
- I perfectly categorize their priorities.
- I use a to-do list in the right way.
- I eliminate distractions.
- I work smarter, not harder.
- I always create time estimates for more productivity.
- I divide big projects into small tasks.
- I commit to work-life balance.
15. What Are The Pros And Cons Of The Practice Manager Position?
Practice managers have advantages and disadvantages, like any other profession. Furthermore, practice managers are in one of the most recession-proof industries in the United States, ensuring a high level of job stability. In addition to receiving the emotional rewards of working with physicians, insurance representatives, healthcare staff members, and patients, medical practice managers also work with physicians. It is important to keep in mind. However, practice managers have an extremely stressful job that may lead to high-pressure situations as healthcare costs rise. Additionally, some practice managers travel frequently to attend conferences about new strategies for medical groups and maintain continuing education courses.
16. What Are The Degree And Education Requirements For The Practice Manager Position?
As a medical practice manager, a bachelor’s degree is the minimum requirement, but most professionals in this field have earned a master’s degree from an accredited institution. A graduate degree in an area such as health services, public health, public administration, health administration, healthcare management, long-term care administration, or business administration is highly beneficial for practice managers. These degrees will not only offer valuable in-depth knowledge of management, accounting, human resources, law, ethics, economics, and strategic planning, but they will also include an administrative internship for real-world experience. With an MHA or MBA, practice managers can usually advance into more responsible and higher-paying positions in very large medical groups.
17. Did You Ever Miss Patient Paperwork?
One time, we accidentally shredded the paperwork of a new patient. The paper was shredded along with other paperwork due for shredding, and my lead nurse did all of them. Our medical assistant told me that the patient’s paperwork was missing the following day. After I helped her investigate, she claimed that it was on her desk. However, it turned out that it had been shredded and destroyed.
We had to replace the patient’s paperwork after a mistake resulted in their paperwork accidentally being shredded. The patient was assured that their information was safe, and the head nurse was instructed to upload all future patient paperwork in to the computer as soon as it was received.
18. Do You Understand The Medical Ethics Of Managing A Medical Practice?
Yes, I understand medical ethics very well. Let’s outline and discuss the four pillars of medical ethics and introduces three ethical frameworks that a practice manager should know about.
An analysis of an ethical situation can be guided by the “four pillars of medical ethics.” To use this approach, you must assess whether your actions comply with each pillar.
The four pillars of medical ethics are:
- Beneficence (doing good)
- Non-maleficence (no harm)
- Autonomy (giving the patient the freedom to choose freely where they are able)
- Justice (ensuring fairness)
19. Why Do You Think Is Practice Management So Important?
A qualitative total practice management system will empower your organization to quit exerting so much effort to accomplish quality work. Also, one must find efficiency, accuracy, and peace of mind in quality technology.
Benefits of practice management include:
- Improved workflow across the entire organization
- Higher quality of patient care
- Improve bottom line
- Improved patient engagement and interaction
- Total integration
20. What New Medical Or Management Skills Would You Like To Learn?
Below-mentioned is some of the most important skills you should have to be an effective practice manager.
- Patient care – Care for patients, involves diagnosing, recovering, and controlling sickness and maintaining physical and emotional well-being by using the services of healthcare providers.
- Customer service – Providing excellent customer service means responding to questions, solving problems, and offering assistance to current and potential customers. Customer service aims to build a strong relationship with the customer so that they come back for more business.
- Clinical staff – Clinicians and other healthcare professionals make up the clinical staff. They assist healthcare professionals but are not responsible for reporting directly to them. The clinical staff provides diagnosis, treatment, and follow-up care.
21. Why Did You Leave Your Last Job?
Honestly, I wasn’t planning on changing jobs, but a former colleague recommended this job. The position and the company intrigued me. My qualifications and the opportunity you’re offering are a perfect match.
In addition, I recently earned certification, and I wanted to use my educational background and technical skills in my next position. In my previous position, I wasn’t able to do this.
22. How Do You Manage Stress?
Managing my stress takes practice, but I eventually do it.
- Exercise – Working out regularly is one of the best ways to relax my body and mind. Moreover, exercise improves my mood. I have to do this often to keep myself relaxed and stress-free.
- Relax My Muscles – When I am stressed, my muscles get tense. You can help loosen them up on your own and refresh your body by stretching, enjoying a massage, taking a hot bath or shower, and getting good sleep.
- Eat Well – Eating a regular, well-balanced diet helps me feel better. It also helps control my moods. My meals are always full of vegetables, fruit, whole grains, and lean protein for energy. And I never skip any. It’s not good for me and can put me in a bad mood, increasing my stress.
23. How Would You Navigate A Work Dispute?
I do this by following.
- Establish constant and open communication channels.
- Attack the problem, not the person.
- Define acceptable and unacceptable behavior.
- View conflict as an opportunity.
- Ensure a strong team culture to minimize friction.
24. How Often Do You Apply Your Industry Skills Outside Of Work?
I am doing the same mostly. This is because my work is similar to a 24/7 job. I need to keep myself alert and have to report my seniors regularly. Small medical offices are another area where I am always needed. This is because these offices usually require someone to both run the operations and oversee office management tasks.
Private and multi-system healthcare facilities rely on my presence to lead efficient operations and processes, as well as oversee the financial health of the company’s business model.
25. Do You Want To Ask Anything?
Yes, I want to ask a few questions, please.
- Which department will I be working in?
- What will be duty timings?
- How many employees will work with or under me?
We have listed the 25 best questions and answers for the practice manager position. They can vary according to job nature and description, but 80% of them remain the same.