While many solo providers do indeed work alone, there are probably just as many that prefer to work with an assistant who can multi-task and work the front office as well as the back office.

The main job of any assistant your hire for your business is for them to make your job easier and contribute to the success of your business. This is what YOU are paying them for, nothing less.

What kinds of things can you use an assistant for? Here are just a few ways to utilize an assistant. Of course it depends on your business:

• Answering phones
• Scheduling patients
• Greets clients when they arrive
• Collects co-pays
• Checks vital signs and perhaps the chief complaint
• Faxes, scans documents
• Keeps rooms stocked
• Cleans
• Gets authorizations for referrals and sends out information to specialists
• Ordering supplies
• Fills out forms
• Billing/EOB's etc with additional training
• More…

That said, a good assistant is often difficult to find, and keep. Here are a few ideas.

Define what you want: First of all, you need to clearly define what you are looking for. What do you want this person to do. What kind of training and experience do you want them to have? Sometimes a person with more experience and less formal training might me the ideal candidate - so keep that in mind. My best MA (who late went on to become a dynamite RN) was trained in the military, not in a formal MA program.

The Interview:

• Do a structure interview with them.
• Find out their strengths as well as their weaknesses. What areas do they feel they need to improve in and ask them to give you examples.
• Do give them a math and spelling test!
• Give them scenarios on how they would handle common and uncommon situations that you see in your practice (rude patients, someone bringing gifts, running behind, reps, etc)

Once Hired:

• Always have a good job description that clearly spells out your expectations. Be clear about what happens if expectations are not met.
• Have a probationary period - this protects both of you.
• Consider a lower starting salary and increase it at the end of the probationary period and periodically thereafter.
• Make sure you are doing quarterly (informal) and annual (formal) reviews
• If they are not making your life easier…perhaps you have hired the wrong person. Document the good, bad and ugly.
• If he/she is not enhancing your business and/or potentially hurting your business, you will need to take immediate action. An assistant can benefit or harm your practice.
• If this person is the right person for you and your business, don't keep it a secrete. Let them know. Consider rewarding them accordingly (bonuses, increase wages etc. It's far easier to keep a good person than find another one!

These are just a few suggestions for using an assistant in your office. You'll find an entire HR packet that includes applications, job descriptions, employee manuals, etc in the members only download section.

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