How Many Support Staff Per Physician? A Guide to Right-Sizing Medical Office Staffing

Optimum Level of Staff for a Physician’s Office

There’s no one-size-fits-all formula for medical office staffing because each specialty and practice has unique needs. However, finding the right balance is critical. Understaffing can lead to patient dissatisfaction, burnout, and staff turnover, while overstaffing can reduce productivity and profitability without addressing underlying inefficiencies. This article will guide private healthcare practices in optimizing staffing levels by understanding primary care staffing ratios and employing practical strategies to align their teams with operational demands.  

Matching Full-Time Equivalents (FTEs)

To determine the appropriate medical office staffing, start by calculating your full-time equivalents (FTEs). An FTE typically represents an employee or provider working full-time hours (40 hours per week for staff or the defined full-time schedule for providers). However, part-time providers may require more staff than their FTE would suggest. For instance, a 0.5 FTE provider working two days per week still generates ongoing tasks such as prescription refills, patient calls, and test result reviews even on their days off. 

Back to Basics: Staffing for Core Functions

Every medical practice, regardless of size, needs to ensure smooth patient flow through three key areas: 

• Front Desk Staff: Handles patient check-ins and check-outs. 
• Clinical Assistants: Manage patient intake, vitals, and rooming. 
• Checkout Staff: Ensures patients complete their visit seamlessly. 

For instance, in a single-physician primary care practice like Dr. Goodman’s, having one clinical assistant and one non-clinical staff member may suffice. Both employees should be cross-trained to cover each other’s duties during absences, supported by temporary staff if needed. Practices with robust electronic medical records (EMR) can streamline workflows and reduce staffing demands. 

How Many Medical Assistants Per Doctor?

New practices often start with one employee handling all administrative and clinical tasks. As patient volume increases, hiring additional staff becomes necessary. For example: 

• Clinical Assistants: More are needed when shorter appointment intervals or high vaccination volumes impact workflow. 
• Phone Staff: Practices can improve efficiency by separating phone duties from front-desk roles, even considering remote phone operators during peak times. 
• Nurse Triage: In busy offices, dedicated nurse triage can manage same-day appointments, patient test results, and medical inquiries without disrupting the clinical staff’s workflow.

Staffing Considerations for Larger Practices

As a practice grows, ancillary services and multiple providers introduce new staffing needs: 

• Front Desk Staffing: For multiple providers, ensure enough staff to handle patient check-ins and check-outs. Utilizing patient check-in kiosks or online registration portals can reduce bottlenecks. 
• Laboratory Staff: Depending on the complexity of lab services, a practice may need a dedicated lab technician or a clinical assistant trained in specimen collection. 
• Billing Staff: The typical ratio is one billing staff member per two providers, or one per four providers if using a credit card on file system. Outsourcing billing can further streamline operations. 
• Referral Coordinators: For practices with 3–4 providers, assigning a full-time staff member to referrals may be necessary, especially if processes aren’t electronic.

Specialized Staffing for Ancillary Services

Specialist offices often require unique staffing solutions: 

• Surgery Scheduling: Larger surgical practices may centralize scheduling, requiring at least two schedulers to ensure continuity. 
• Imaging Services: For practices with on-site imaging, one technician may suffice, but higher volumes or costly equipment may demand more staff to maximize efficiency. 
• Specialized Testing: Referral centers or practices with expensive equipment might need redundant staff to ensure continuous operation. 

Improving Efficiency to Reduce Staffing Needs

Practices requiring more staff than benchmarks suggest often struggle with inefficiencies. Here’s how to assess and optimize your staffing: 

1. Audit Tasks: Have employees log their daily tasks and time allocation for a few weeks. Evaluate the data for task redundancy and inefficiencies. 
2. Cross-Train Staff: Cross-training can reveal disparities in time taken for tasks and help balance workloads. 
3. Streamline Processes: Eliminate unnecessary steps or outdated practices. Ensure systems and workflows support staff efficiency. 
4. Utilize Technology: Invest in automation tools like EMRs, online patient portals, and communication systems to reduce manual labor. 
5. Conduct Time Studies: Observe employees over a few hours, documenting their activities to identify interruptions and inefficiencies. 

How Many Support Staff Per Physician?

The ideal staffing ratio varies by specialty, practice size, and complexity. For example: 

• Primary Care Staffing Ratios: A mature single-provider primary care practice might function efficiently with 2–3 full-time staff, while larger practices may need more depending on appointment volume and services offered.
• Specialty Practices: More staff may be required to accommodate high testing volumes, complex scheduling, or specialized equipment usage.

Aligning Staffing with Practice Goals

When evaluating how many medical assistants per doctor or other staffing ratios, focus on the following: 

• Patient Flow: Ensure smooth transitions from check-in to check-out. 
• Provider Productivity: Avoid overburdening providers with tasks that could be delegated. 
• Profitability: Maintain a balance that supports financial goals without compromising patient care. 

When to Seek Professional Guidance

If your staffing still feels misaligned, consider consulting a CPA + Medical Practice Management Consultant for Physicians. Experts can help assess your current workflows, recommend efficient staffing structures, and identify cost-saving opportunities. 

Right-Size Your Practice Staffing

Right-sizing your staffing is a continuous process that adapts to practice growth and operational changes. By optimizing workflows, leveraging technology, and focusing on efficiency, you can enhance productivity, profitability, and employee satisfaction. 

Contact me for tailored solutions to align your staffing needs with your practice’s goals.