L11pt1. iii

Opening Procedures in a Medical Practice

• Preparation: Staff prepares office before business day starts; varies by size of facility.
• Entry Procedures:
  • Smaller practices: assigned employees receive keys.
  • Larger facilities: staff entrance remains locked; codes/key cards used for access.
• Security:
  • Security guards or managers disarm systems at start of the day.
• Initial Tasks:
  • Unlock office and turn off alarms.
  • Check voicemail/messages from answering service (may be via email or fax).
  • Use skills to document calls: name, time, date, number, reason.
• Equipment Setup:
  • Turn on computers and lab equipment; ensure backup systems in place.
  • Switch on lights throughout office and check exam room supplies.
  • Keep prescription pads hidden from patient reach.
• Cleanliness:
  • Check restrooms for cleanliness and supplies (paper towels, soap).
• Financial Preparation:
  • Ensure petty cash is available for co-pay changes.
• Administrative Setup:
  • Place sign-in sheets and sufficient business cards for the day.
  • Prepare daily appointment schedules (digital or printed); keep HIPAA compliant.
  • Use hard copies for pulling medical records if no electronic records are used.