Free Medical Office Policy and Procedure Manual Template
Medical Office Policy and Procedure Manual
Prepared by: [YOUR COMPANY NAME]
Introduction
This manual is designed to provide clear and concise policies and procedures for the daily operations of the medical office. It serves as a guide for staff to ensure compliance with regulatory standards and deliver high-quality patient care.
Office Operations
Office Hours
Our office operates Monday through Friday from 8:00 AM to 5:00 PM. We are closed on weekends and recognized public holidays. A complete list of holidays is available upon request.
Staff Responsibilities
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Receptionists: Responsible for scheduling appointments, handling patient inquiries, and maintaining records.
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Medical Assistants: Assist doctors with clinical tasks, prepare patients for examination, and manage lab samples.
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A Physicians: Diagnose and treat patients, prescribe medications, and maintain patient charts.
Patient Registration
New patients are required to complete a registration form prior to their first appointment. Information needed includes personal data, insurance details, and medical history.
Clinical Procedures
Appointment Scheduling
Appointments can be made via phone, email, or through our website. A confirmation email or text is sent upon scheduling. We request that patients notify us at least 24 hours in advance to cancel or reschedule an appointment.
Medical Records Management
All patient records are confidential and maintained in accordance with HIPAA regulations. Electronic records are secured using encryption, and only authorized personnel have access.
Health and Safety Policies
Infection Control
Our office follows strict infection control protocols. All staff must wash hands between patients, wear appropriate PPE, and sanitize shared equipment. Surfaces are cleaned regularly with EPA-approved disinfectants.
Emergency Procedures
|
Emergency Type |
Procedure |
|---|---|
|
Fire |
Evacuate the building immediately. Follow the posted emergency exit routes. |
|
Medical Emergency |
Call 911 and provide necessary assistance until help arrives. Notify the office management. |
Billing and Collections
Insurance Processing
We process insurance claims as a courtesy to our patients. It is the patient’s responsibility to provide accurate insurance information and understand their coverage.
Payment Policies
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Co-pays are due at the time of service.
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We accept cash, checks, and major credit cards.
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Outstanding balances must be settled within 30 days unless prior arrangements have been made.
Confidentiality and Privacy
HIPAA Compliance
Our office strictly adheres to HIPAA guidelines to protect patient privacy and confidentiality. All staff must complete annual HIPAA training.
Patient Rights
Patients have the right to access their health information, request corrections, and obtain copies of their medical records. Requests should be submitted in writing to the office manager.
