Medical Office Manager

Daily Opening and Closing Checklist for Medical Offices

Introduction

Running a smooth and professional medical practice starts and ends with a consistent routine. This Daily Opening and Closing Checklist helps ensure your office is fully prepared to welcome patients in the morning and properly secured at the end of the day. By following these steps, you reduce the chances of overlooked tasks, maintain HIPAA compliance, and create a reliable rhythm for your team.

✅ Morning Opening Checklist

Facility & Environment

  • Unlock main entrance and disarm security system

  • Turn on lights in all common areas, exam rooms, and offices

  • Adjust thermostat to comfortable temperature

  • Check that waiting room is clean, organized, and stocked (magazines, brochures, tissues, sanitizer)

  • Start coffee machine or refresh water station (if applicable)

Technology & Systems

  • Power on all computers, printers, phones, and medical devices

  • Log in to EMR/EHR and confirm system is functioning normally

  • Check voicemail and office email for urgent messages

  • Open scheduling software and review the day’s appointments

  • Confirm telehealth systems (if used) are working and scheduled properly

Administrative & Clinical Prep

  • Print daily schedule and route slips if needed

  • Confirm insurance verifications are complete for scheduled patients

  • Replenish front desk supplies (forms, pens, sign-in sheets)

  • Restock exam room essentials (gloves, gowns, paper covers)

  • Ensure proper sanitization of high-touch surfaces

✅ Evening Closing Checklist

End-of-Day Wrap-up

  • Confirm all patient charts are completed or appropriately flagged

  • Log out of all systems and shut down computers (unless overnight updates are required)

  • Check and respond to final voicemails and emails

  • Balance payments, close out POS terminal, and secure daily deposits

  • Tidy front desk and waiting area; restock as needed

Security & Compliance

  • Secure all PHI – shred documents, lock file cabinets, close EMR

  • Ensure medication cabinets (if any) are locked

  • Turn off or unplug non-essential medical equipment

  • Turn off lights and adjust thermostat (if on energy-saving schedule)

  • Lock all entrances and arm security system

Signature: _______________________  Date: ________________
Staff Initials: _____________________