Sunday, April 21, 2024

Medical Practice Manager Interview Questions

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How Do You Prioritize Your Work As The Manager In A Medical Office

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Office managers typically have a lot on their plate, doubly so for those in the medical field. Depending on the medical facility, the manager might have to deal with emergencies or multiple tasks on a tight deadline. A candidate will be able to juggle their many responsibilities without becoming overwhelmed while also being able to assist others below them in their work. What to look for in an answer:

  • Attention to detail and organizational skills
  • Good planning and scheduling skills
  • Ability to prioritize efficiently


In general, I tackle time-sensitive tasks first, especially those involving critical procedures. After that, I try to check in with staff to see how their work is coming along. Then, I look to see what responsibilities I have left in the day.

Tell Me About Yourself

In polling hundreds of different companies & HR departments, this is by far one of the most frequently asked questions in any job interview. Your interviewer will use this as an icebreaker, ideally to put you at ease and get you speaking openly and honestly.

While you definitely want to be prepared for this question, you certainly dont want to make your answer sound memorized. Keep in mind, while this question may sound like an invitation to share your life story, you can be assured your interviewer has very little interest in hearing about everything youve ever done.

The person giving the interview has a job to do as well respect their time. Unless you are asked about something specific, focus on your education, your work history, relatable hobbies and outside interests, as well as your current situation.

Be sure to start chronologically and tell a linear story. Start where you feel is sensical, then work your way up to the present.

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 cant 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 its important to attend to patients efficiently. Healthcare providers shouldnt 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.

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How Do You Handle Conflict Between Team Members


There are always two sides to every story, which is why its so important to me to remain as neutral and open-minded as possible. I was in a situation a few years ago where two members of my team were clearly unhappy with each other. Rather than ignoring it with the hope that they would be able to work it out themselves, I sat down with them individually and asked them to explain what was going on. We discussed reasonable and professional solutions that worked for both parties, and the matter was resolved.

What Plans Do You Have For Team Development

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Ongoing development is critical for remaining on top of trends and closing skill gaps. Generally, Ive found that the most successful approach begins with research. Along with examining emerging trends, I spend time talking with team members about their career goals and interests. This allows me to find opportunities that align, creating a more enriching experience for employees while ensuring the company has access to the skill sets its needs.

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Here Are 35 More Common Manager Interview Questions

  • What does being a manager mean to you?
  • What is the most challenging thing about being a manager?
  • How do you handle stress?
  • How do you handle pressure?
  • What type of work environment do you prefer?
  • What do you think your employees would say about your management style?
  • How do you deal with conflict between employees?
  • What are qualities of a successful manager?
  • How do you build trust in your team?
  • What is your favorite part of being a manager?
  • What is your least favorite part of being a manager?
  • How well do you work in a team environment?
  • What qualifications do you look for in an employee ?
  • Tell me about a time you failed as a leader initially and had to adjust your style to fix the issue?
  • How do you keep updated on your management skills?
  • How do you establish rapport with a new employee?
  • Tell me about a time at your last job where you stepped up as a manager.
  • Describe how you would deliver a no to a customer who is expecting a yes.
  • Which supporting skills do you think are most important when it comes to leadership?
  • Tell me about your approach to delegation.
  • When a member of your team presents you with an idea, how do you respond?
  • Tell me about the hardest decision youve ever made as a leader. How did you decide which course of action was best?
  • How do you handle insubordination?
  • How do you manage people who are resistant to change when change is needed?
  • How do you manage multiple departments simultaneously?
  • How do you handle conflict between team members?
  • 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

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    Whats An Example Of A Difficulty Youve Had At Work

    Use this opportunity to share a real story of a difficult situation, but be careful not to badmouth your former colleagues or superiors. Instead, frame the story as something youve overcome: hiring managers ask this question to find out more about your problem-solving skills.

    Example answer: In my last role as a dental office manager, we had a chronically late employee. She had a lot on her plate, she was a single mom and also taking care of her mom, so I know she was stressed, but it was starting to impact the rest of the team and people were complaining. I had talked with her several times and nothing had changed, and I wasnt sure what to do. Finally, I asked her if she wanted to go get a coffee, and we took our lunch break together and just chatted. That put us on a good, friendly footing, and made it easier to talk through the issues. We ended up shifting the schedule so she could come in a little later and stay later to accommodate the shift. It really taught me how taking the time to connect can make things easier.

    How Do You Think Technology Is Going To Change The Future Of Healthcare

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    In many ways, practice managers are champions of your practices success. They’re the ones identifying opportunities for improved efficiency, motivating staff and keeping financial performance on track so you can focus on your patients. Tapping into technology is one core aspect of this mission, so a general interest in how technology is revolutionising healthcare is a welcome trait.

    Digital technology could help equalize the relationship between medical professionals and patients, provide cheaper, faster and more effective solutions for diseases… and could simply lead to healthier individuals living in healthier communities.

    Dr. Meskó Bertalan, The Medical Futurist

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    Describe A Time When You Struggled To Communicate Something To Someone In Work What Did You Do To Eventually Get Your Message Over

    Managing a medical practice, you will talk to people with a variety of skills, intellects, and abilities. Doctors, nurses, administrative workers, regulating bodies, clients. All of them require a different style of communication from your side.

    Try to narrate a situation when you stepped out of your comfort zone, and changed your communication, in order to help your audience understand your message. Your attitude matters for the interviewers, not the particular situation you narrate.

    As long as they see that you do not hesitate to use demonstration, practical example, presentations, pictures and other means of getting your message over, and that you wont give up until you succeed, they will be happy with your answer.

    Common Job Duties Of A Practice Manager

    The role of the practice manager is critical to the day-to-day operations of medical practice and they often contribute to the financial success of the clinic. A practice manager is typically responsible for a range of professional tasks. Here are some of the more common job duties:

    • recruiting, training and supervising administrative staff

    • ensuring the practice is compliant with all industry regulations

    • reviewing practice productivity and making necessary staffing adjustments

    • liaising with GPs, nursing staff and administrative teams

    • managing accounts payable, payroll and billing claims

    • conducting administrative staff performance evaluations

    • developing and implementing business strategies and patient services procedures

    • scheduling and facilitating staff meetings

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    Why Are You Leaving Your Last Job

    As noted in Career Contessa, raw honestly is not always exactly helpful in answering this question. No matter why youre looking for a new job, badmouthing former employers is always a bad look. Be as honest as you can be, while focusing on the positive opportunities of a new position.

    Example answer: My last practice was a very large dental office with 10 different doctors and many assistants. It was hard to feel connected to so many people. Im looking for an office where I can really build a community of colleagues and get to know everyone individually, which is what drew me to your practice.

    Research The Practice Before The Interview

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    As noted by the Department of Labor, doing research on the employer ahead of time shows that you are serious about the job and not making assumptions based on prior knowledge. Even if youve worked as a dental office manager before, familiarizing yourself with this office will demonstrate your commitment to the job process and your ability to plan ahead, which is an important part of the role.

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    What Are Your Computer Skills In A Dental Setting

    Office managers often have to assist in scheduling, billing, and ordering supplies, so computer literacy is key.

    Example answer: Im experienced with dental billing, especially with Medicaid and Medicare. I have used a variety of scheduling and HW software and am quick to learn new systems. We used Microsoft Excel for most organizational spreadsheets, so I am fluent in that program.

    What Is The Role Of A Hospital Administrator

    Ans. Health administrators are answerable regarding care towards an individual patient. They plan, direct, and organize benefits so that specialists, patients, protection suppliers, and clinical offices stay in total agreement all through treatment. Their basic role is to decipher laws and guidelines as they apply to patient profiles.

    There are different designations in health care administration. Each accompanies an extraordinary arrangement of tasks. Nonetheless, medical care heads ordinarily wind up with their regular activities.

    Health care administrators work with patients, specialists, attendants, clinical professionals, protection specialists, and the general population to maintain proper communication.

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    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 patients 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 patients 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.

    Medical Practice Manager Interview Questions And Answers

    8 TOP BEHAVIORAL INTERVIEW Questions and Answers! (PASS)

    Learn what skills and qualities interviewers are looking for from a medical practice manager, what questions you can expect, and how you should go about answering them.

    As a medical practice manager, youre responsible for ensuring the smooth day-to-day operations of a medical office. This includes managing staff, overseeing budgets, and ensuring that patients receive quality care. In order to be successful in this role, you need to be able to answer a range of interview questions.

    In this guide, well provide you with a list of common medical practice manager interview questions and answers. Well also help you prepare for questions that may be specific to your industry.

    Are you familiar with the medical practice management software commonly used in this field?

    This question can help the interviewer determine your level of experience with the software they use in their own office. If youre not familiar with the specific software, consider researching it before your interview to learn more about how it works and what its benefits are.

    What are some of the most important qualities for a successful medical practice manager?

    This question can help the interviewer determine if you have the skills and abilities to be successful in this role. When answering, it can be helpful to mention a few of your strongest qualities that will help you succeed as a medical practice manager.

    How would you deal with a conflict between two doctors working under you?

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    What Is Your Preferred Process For Training New Employees At The Office

    A good manager knows how to guide new employees while also letting them learn on their own. In that way, a medical office manager will need to be able to balance personalized training with their responsibilities as management at the office. Candidates should display a willingness to assist in the learning of others without focusing too much on that single task. What to look for in an answer:

    • Strong teaching skills and a personable attitude
    • Dedication to helping others succeed
    • Ability to inspire independence and growth in others


    When new staff is being brought on board, I would want to meet them personally at orientation and help in easing them into the routine. However, they would learn better by shadowing others related to their positions. I would still like to impress upon them that they could look to me for guidance if necessary.

    Our Field Is Always Changing As Such What Have You Done With Regards To Personal Development When It Comes To Our Posted Medical Practice Manager Position In The Last 12 Months

    Answer tips:

    Here is an opportunity for you to showcase a wide variety of things you may have done both personally and professionally that will get your potential employers interested. Be sure to think about this one in advance in the event that it comes up.

    Keep in mind, one of the key things that employers look for is an applicant who is self motivated and goal oriented.

    Even if you dont have something that is specific to the role you are applying for, dont be afraid to list hobbies or other non-work related activities here. Again, this shows your employer you are the go-getter they are looking for.

    In the end, you want to ensure that you are leaving your interviewer with the impression that you are motivated, self sufficient, and manage your time effectively.

    Answer samples

    That is a really great question. While I havent had the opportunity to develop within this particular role per se, I have actually become very involved in my local foodbank this year. This has taught me a great deal about community, teamwork, and taking initiative.

    I took it upon myself to enroll in a summer business admin course at the local community college. Through this, I picked up some really great knowledge on communication and teamwork, as well as further develop overall managerial skills. Though it may not be directly applicable to this particular job, I believe the overall experience I gained could be a real asset here.

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    How Do You Manage Stress Among Your Team Members


    If I start to notice stress within the team, I try to tackle it quickly and proactively. For example, a few years ago, I was on a group project where we were tasked with finishing a large design for a client. While the majority of the team worked well together, there was one individual who was consistently missing deadlines. This created friction among the members of the group.

    Rather than let the issue fester, I took the employee aside to discuss the situation. He confided that he was having some personal issues that were cutting into his work time. We came up with a solution where he was able to switch his hours around and adjust his schedule to accommodate this issue. As a result, he was able to catch up with the group.

    How Do You Motivate People

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    Motivation isnt a one-size-fits-all solution, so I like to really get to know my team on an individual level. A few years ago, I was overseeing a sales team. While our numbers were good, they werent great, partially because one of the members of the team was dealing with a child going through cancer and chemo. Because of the gravity of the situation, I decided the team needed a good reward to get them excited about selling. I promised, if they broke the previous years record, I would shave my head and donate a portion of my salary to a local cancer charity. This didnt just motivate the team it completely re-energized them! We not only broke the previous years record, but fifteen of the employees joined me in shaving their heads, and we collected and donated over $5000 to the charity.

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