Computerized Office Skills I Medical Administration

The Computerized Office Procedures /Medical Office Specialist Program For Medical Administrators will provide the skills necessary for medical office administrative support in a variety of job positions. The student will learn basic computer application skills, including the basics of Microsoft Word, Excel and Outlook for Medical administration

The objective of this program is to train and empower students to significantly enhance workplace efficiency by learning core competencies in Microsoft Office applications. This curriculum is designed to provide students with essential resources and strategies for the professional presentation, organization, and management of data, promoting versatility and ease of use. By training students in these competencies, the program ensures that graduates are prepared to meet the dynamic demands of administrative, business, and data-focused roles with confidence and proficiency.

Word will allow students to create documents. Excel will teach you to manage and analyze data Outlook will improve your email and schedule management.  These combined skills will not only boost productivity but also provide a competitive edge in both academic and professional environments, preparing students for various tasks in business, administration, and beyond.

The accompanying 11-hour Medical Administrative Assistant program is designed as an intensive introduction to front-office healthcare roles, often focusing on receptionist duties, scheduling, and medical terminology.

Course Information

Total Clock Hours:

Prerequisite

Prospective students must complete a pre-admission assessment to evaluate their readiness, and a high school diploma / GED equivalency or Higher Education (AA, Bachelor), and be eighteen years of age.

To complete this program, a student must complete all prescribed sections and pass the final exam with a 70% final score.

Student Satisfactory Academic Progress Checkpoints: Students are expected to achieve a passing score (70%) on weekly module exams, completed in Google Classroom. Failure to meet this threshold in any module will result in an academic alert and initiate a support meeting with the instructor. Students on academic alert will have access to additional resources, such as study guides and optional tutoring sessions, and must attend progress meetings to maintain enrollment in the program.

This course will be delivered online through a course management system named Google Classroom.

To access this course on Google Classroom, you will need an internet connection and a supported Web browser (Microsoft Edge, Firefox, Safari, Google Chrome). To ensure that you are using a supported browser and have the required plug-ins, please check your system settings.

Google Classroom will be the primary platform for all course management, including assignment distribution, assessments, and grading. Students will complete quizzes and exams and receive instant feedback through Google Classroom. Grades will be accessible in real-time, ensuring transparency of academic progress. For technical support, students can access resources directly within Google Classroom or contact the instructor.

Google Classroom is a free web-based platform designed to help educators manage and streamline their classes. It allows teachers to create and distribute assignments, communicate with students, and organize class materials online. Students can use it to access assignments, submit work, and communicate with teachers and classmates. 

• Google Classroom – An Online course platform in which students can take their tests, check grades, and participate in online course chat boards with classmates and instructors.
• Google Classroom – A General Information and Resources:  – https://sites.google.com/view/classrooms-workspace/
• Pre-Orientation Video: https://youtu.be/lMOLD3CNZaU?si=BN4hgn7ksynqtV4o

A student enrolling in the program is required to complete a minimum of 48 hours and 70% final score on “Unit Tests” “Module Exams” and “Final Exam” Students who score lower than 70% can retake the “Unit Test” and “Module Exams” as many times as they would like. Students who fail the “Final Exam have up to two additional times for a total of three times at no additional cost. Retakes may be taken after a failed attempt.

• 10 extra points are given in the total to ensure student success in passing the course. Anything above 100 points is considered a perfect passing grade.

Grading Breakdown The final grade will be calculated based on the following weighted components: – **Module Exams** (Word, Excel, PowerPoint, Outlook): 60% – **Class Participation and Weekly Discussions** (through Google Classroom): 10% – **Final Exam** (cumulative across all modules): 30% Each module exam carries equal weight. Participation includes weekly discussion responses and engagement with instructor feedback in Google Classroom. The final exam synthesizes skills and knowledge from each module, with a required passing score of 70% to complete the program successfully.

Students will access and receive immediate testing scores through Google Classroom and can view their progress. To view grades, log in to Google Classroom > Choose your course > Click on the tab titled “Grades”

Letter Grade Assignment

Complete Assignments: (The only assignments to be completed are the course exams.)

1. Multiple Choice Exam: Microsoft Word Proficiency
2. Multiple Choice Exam: Microsoft Excell Proficiency
3. Multiple Choice Exam: Microsoft PowerPoint Proficiency
4. Multiple Choice Exam: Microsoft Outlook Proficiency
5. Final Exam

• Microsoft Word: Document Creation and Formatting
• • • Task 1: Create a company newsletter template. Include sections for a company update, an employee spotlight, and upcoming events. Format text, add headings, insert a table, and include company branding elements.
    • Task 2: Design a professional cover letter template with a header and footer, standardized formatting, and placeholders for names and dates. Use mail merge to create individual letters for a list of five potential employers.
    • Task 3: Prepare a document with multiple styles and sections. Include a table of contents, a bibliography, and references. Use advanced formatting options and proofing tools to ensure accuracy.

• Microsoft Excel: Data Management and Analysis

• Task 1: Create a budget spreadsheet for a small business. Include columns for income, expenses, and a calculated balance. Use formulas to sum totals and create a pie chart illustrating spending categories.
• Task 2: Build a sales report workbook for a fictional company. Use tables to organize data, apply conditional formatting to highlight key performance indicators, and include a pivot table to summarize sales by region.
• Task 3: Create a dynamic dashboard that pulls data from multiple sheets. Use lookup functions, graphs, and slicers to allow filtering, giving students experience in presenting data interactively.

• Microsoft Outlook: Email and Schedule Management

• Task 1: Simulate a workday by organizing emails, scheduling meetings, and assigning tasks. Create contact groups, categorize emails by importance, and set follow-up reminders for messages requiring responses.
• Task 2: Set up a meeting with multiple attendees and resources (like a conference room). Add agenda items and set recurrence options. Practice using delegation features to assign tasks to another user.
• Task 3: Use calendar-sharing and permissions to coordinate schedules with a mock team, demonstrating how to handle scheduling conflicts and find mutually convenient times.

• nternet: Contact your internet provider

  Class Meeting: Contact Instructor Julie Erickson – jerickson@ctivoc.com

  Technical Support: Shaun Moon – smoon@ctivoc.com

  Google Classroom: Contact Google Classroom https://support.google.com/edu/classroom/?hl=en#topic=10298088

  Course Technical Support

  For assistance with course access and technical issues (contact hours are Monday – Friday 9AM – 4PM PST): Google Classroom – Julie Erickson – jerickson@ctivoc.com or call 805-850-1530

  Technical Support: Contact IT – Shaun Moon – smoon@ctivoc.com

• Orientation

  Week 1: Monday 08:00 AM to 10:00 AM

  Description:

  At the beginning of the first course, students will be trained in accessing, navigation, assignment submission, discussions, and the use of Google Classroom.  Before the start of the course, each student will have their systems preconfigured for Google Classroom and verified to meet the minimum requirements. Additional resources, i.e., videos, a PowerPoint presentation, and Google Classroom, will be linked in the Google Classroom Topic.  Individual assistance is available for students who need assistance.

  Prerequisites:  None

  Objectives:

  Upon successful completion of the Word coursework, students will learn to:

  • Accessing Google Classroom: How to log in with their Google account. 
  • Navigating the Interface: Locating classwork, assignments, and announcements. 
  • Submitting Assignments: Steps for uploading files, turning in work, and potentially using Read & Write for Google Chrome for PDF interaction. 
  • Understanding Class Details: Knowing the class schedule, supply lists, and communication methods. 

  Clock Hours:

  2 hours

  Unit Quiz: Google ClassroomMICROSOFT WORD

  Week 1: Monday 10:00 AM to 12:00 PM, Wednesday  10:00 AM to 12:00 and Friday 10:00 AM to 12:00 PM

  Description:

  In this course, students will gain a comprehensive understanding of Microsoft Word. The course covers essential functions including creating and formatting documents. Students will learn how to create and manage documents, format text, paragraphs, and sections, create tables and lists, apply references, insert and format objects and manage document options and settings. Students will learn how to create professional-quality documents, customize templates, and enhance document content with various elements.

  Prerequisites:  None

  Objectives:

  Upon successful completion of the Word coursework, students will learn to:

  • Create and manage documents
  • Format text, paragraphs, and sections
  • Create tables and lists
  • Apply references
  • Insert and format objects
  • Manage document options and settings

  Clock Hours:

  14 hours

  Unit Exam: Word

  Textbook:

  • Title: The Microsoft Office 365 Bible: The Most Updated and Complete Guide to Excel, Word, PowerPoint, Outlook, OneNote, OneDrive, Teams, Access, and Publisher from Beginners to Advanced
  • Author: James Holler
  • Publisher: PublishDrive
  • ISBN 13: 9798368031231

  MICROSOFT EXCEL

  Week 2: Monday 10:00 AM to 12:00 PM, Wednesday and Friday 10:00 AM to 12:00 PM

  Description

  Excel course, students will learn to create and edit a workbook with multiple sheets and use graphic elements to represent data visually. Workbook examples include professional-looking budgets, financial statements, team performance charts, sales invoices, and data-entry logs.

  Prerequisites: None

  Objectives

  Upon successful completion of Excel coursework, students will learn to:

  • Create worksheets and workbooks
  • Search for data within a workbook
  • Format worksheets and workbooks
  • Customize options and views for worksheets and workbooks
  • Configure worksheets and workbooks for distribution
  • Manage data cells and ranges
  • Summarize and organize data
  • Create and manage tables
  • Manage table styles and options
  • Filter and sort tables
  • Perform operations with formulas and functions
  • Create charts and objects
  • Format graphic elements
  • Insert and format objects for data presentations
  • Use Pivot tables in medical administration are powerful data tools used to summarize, analyze, and organize large healthcare datasets like billing records, patient visits, and staff allocation. They help clinic and hospital managers quickly turn raw numbers into clear, actionable insights without altering original files.

  Key Uses in Healthcare

  • Billing and Claims Analysis: Track total charges, denied claims, and payments received by sorting procedure codes and insurance providers.
  • Patient Demographics: Count patient volumes, tracking visits by age groups, zip codes, or primary care physicians.
  • Resource and Staffing: Monitor emergency room wait times, bed occupancy rates, and staff shift hours across different departments.
  • Referral Tracking: Evaluate referral trends by seeing which outside doctors send the most patients to your facility. [1, 2, 3, 4, 5]

  Clock Hours

  14 hours

  Unit Exam: Excel

  Textbook:

  Illustrated Microsoft Office 365 & Office 2016 for Medical Professionals, Loose-leaf Version

  Author: David W. Beskeen (Author), Jennifer Duffy (Author), Lisa Friedrichsen (Author), Elizabeth Eisner Reding (Author) 

  • Publisher:

  MICROSOFT OUTLOOK

  Week 2: Monday 10:00 AM to 12:00 PM, Wednesday and Friday 10:00 AM to 12:00 PM

  Description

  This course teaches how to manage email message content using character and paragraph formatting, create or insert graphic elements such as charts, tables, and SmartArt graphics into messages, create contact records, tasks, and appointments from incoming messages, and set up contact groups to facilitate communication with other Outlook users. Students will also learn to schedule meetings involving people and system resources, delegate tasks, and personalize the Outlook program window and Quick Access Toolbar for maximum efficiency. Students will learn to organize messages and other Outlook items and display different views of mail folders and the calendar, address book, and task list. They will also learn to display multiple calendars and share calendars with other Outlook users.

  Prerequisites:  None

  Objectives

  In this course, students will:

  • Manage the Outlook environment by customizing settings, automating tasks, printing, saving information, and searching in Outlook
  • Manage messages by creating, formatting, organizing, and managing messages
  • Manage schedules by creating and managing calendars, appointments, notes, tasks, and journals
  • Manage contacts and groups

  Clock Hours

  10 hours

  Unit Exam: Outlook

  Textbook:

  Illustrated Microsoft Office 365 & Office 2016 for Medical Professionals, Loose-leaf Version

  Author: David W. Beskeen (Author), Jennifer Duffy (Author), Lisa Friedrichsen (Author), Elizabeth Eisner Reding (Author) 

• Program Overview

  This 11-hour Medical Administration curriculum is designed as a continuation course that immediately follows a 48-hour Microsoft Office Skills curriculum. Students entering this course should already possess foundational skills in:

  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft Teams
  • File management and organization
  • Basic keyboarding and computer navigation
  • Professional email communication
  • Basic data entry skills

  The Medical Administration curriculum builds upon these skills by applying them directly to healthcare office environments and administrative workflows.

Curriculum Goals

By the end of the 11-hour Medical Administration course, students will be able to:

1. Understand the role and responsibilities of a Medical Administrative Assistant.
2. Demonstrate professional communication in a healthcare setting.
3. Apply HIPAA privacy and confidentiality principles.
4. Schedule patient appointments using medical office procedures.
5. Manage patient intake and registration processes.
6. Understand basic medical terminology used in front-office settings.
7. Handle medical records and documentation procedures.
8. Process basic insurance and billing terminology.
9. Use Microsoft Office applications in healthcare office scenarios.
10. Demonstrate professionalism and customer service skills in medical environments.

Recommended Delivery Format

• Total Hours: 11 Hours
• Suggested Schedule Options:
• Option A: 5 sessions at 2 hours each + 1-hour final review
• Option B: 2 full-day workshops + review session IC
• Option C: 11 one-hour online modules
• Delivery Methods:
• Instructor-led classroom
• Google Classroom live instruction
• Hybrid learning
• Online synchronous instruction

Required Materials

Students should have access to:

• Computer with internet access
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Printer/scanner access (preferred)
• Sample medical forms
• HIPAA handouts
• Patient scheduling templates
• Insurance terminology worksheets

Duration: 1 Hour

Learning Objectives

Students will:

• Understand the role of a Medical Administrative Assistant
• Identify healthcare office environments
• Recognize essential front-office responsibilities
• Understand professionalism expectations in healthcare settings

Topics Covered

• Overview of healthcare facilities
• Duties of a medical administrative professional
• Front office vs. back-office responsibilities
• Workplace professionalism
• Communication expectations
• Appearance and etiquette

Microsoft Office Integration

• Using Microsoft Word for office correspondence
• Outlook email etiquette in healthcare settings
• Organizing digital patient files

Activities

• Healthcare office role discussion
• Professional communication scenarios
• Sample medical office workflow review

Assessment

• • Participation discussion
  • Short professionalism quiz

• Duration: 1.5 Hours

  Learning Objectives

  Students will:

  • Understand HIPAA basics
  • Identify protected health information (PHI)
  • Apply confidentiality procedures
  • Recognize HIPAA violations

  Topics Covered

  • Introduction to HIPAA
  • Patient privacy rights
  • Protected Health Information (PHI)
  • Confidential communication
  • Secure document handling
  • Email and electronic communication safety

  Microsoft Office Integration

  • Password-protecting Word and Excel files
  • Secure email practices in Outlook
  • Managing confidential digital records

  Activities

  • HIPAA violation case studies
  • Secure communication exercises
  • Confidentiality role-play scenarios

  Assessment

  • HIPAA knowledge quiz
  • Case study review

• Duration: 2 Hours

  Learning Objectives

  Students will:

  • Understand common medical terminology
  • Identify prefixes, suffixes, and root words
  • Recognize terminology used in scheduling and patient records
  • Use terminology accurately in administrative tasks

  Topics Covered

  • Basic anatomy terminology
  • Common medical abbreviations
  • Body systems overview
  • Frequently used front-office terminology
  • Insurance and billing vocabulary basics

  Microsoft Office Integration

  • Creating medical terminology study sheets in Word
  • Using Excel for terminology tracking and quizzes

  Activities

  • Terminology matching exercises
  • Pronunciation practice
  • Medical vocabulary games
  • Medical office communication scenarios

  Assessment

  • Terminology quiz
  • Vocabulary worksheet completion

• Duration: 2 Hours

  Learning Objectives

  Students will:

  • Schedule patient appointments accurately
  • Demonstrate professional phone etiquette
  • Handle appointment confirmations and cancellations
  • Understand office workflow coordination

  Topics Covered

  • Appointment scheduling procedures
  • New patient vs. returning patient scheduling
  • Phone communication standards
  • Appointment reminders
  • Calendar management
  • Managing difficult conversations professionally

  Microsoft Office Integration

  • Outlook calendar scheduling
  • Excel appointment tracking logs
  • Word templates for appointment reminders

  Activities

  • Telephone role-play exercises
  • Scheduling simulations
  • Appointment workflow exercises
  • Patient communication practice

  Assessment

  • Scheduling accuracy exercise
  • Communication role-play evaluation

• Duration: 2 Hours

  Learning Objectives

  Students will:

  • Complete patient intake procedures
  • Understand patient registration forms
  • Organize medical records properly
  • Maintain accurate documentation

  Topics Covered

  • Patient intake procedures
  • Demographic information collection
  • Consent forms
  • Medical records management
  • Electronic Health Records (EHR) overview
  • Filing and documentation standards

  Microsoft Office Integration

  • Word forms and templates
  • Excel patient tracking spreadsheets
  • Digital file organization systems

  Activities

  • Patient registration simulations
  • Medical form completion exercises
  • Filing and organization practice

  Assessment

  • Patient intake practical exercise
  • Documentation review

• Duration: 1.5 Hours

  Learning Objectives

  Students will:

  • Understand basic insurance terminology
  • Identify common insurance types
  • Recognize billing workflow basics
  • Understand patient payment responsibilities

  Topics Covered

  • Insurance terminology
  • Copays, deductibles, and premiums
  • PPO, HMO, Medicare, and Medicaid basics
  • Prior authorizations overview
  • Front-office billing responsibilities
  • Payment collection procedures

  Microsoft Office Integration

  • Excel billing tracking worksheets
  • Word payment policy forms
  • Outlook communication with patients

  Activities

  • Insurance terminology exercises
  • Payment scenario discussions
  • Billing workflow overview activities

  Assessment

  • Insurance terminology quiz
  • Billing concepts worksheet

• Duration: 1 Hour

  Learning Objectives

  Students will:

  • Demonstrate professional customer service skills
  • Handle workplace challenges professionally
  • Build confidence in medical office interactions
  • Prepare for entry-level healthcare administrative positions

  Topics Covered

  • Customer service in healthcare
  • Managing stressful situations
  • Professional boundaries
  • Team communication
  • Time management
  • Career pathways in medical administration

  Microsoft Office Integration

  • Resume formatting in Word
  • Professional email communication in Outlook
  • Basic reporting in Excel

  Activities

  • Customer service role-play
  • Workplace professionalism scenarios
  • Resume and interview discussion

  Assessment

  • Participation evaluation
  • Professional communication activity

• Duration: 1 Hour

  Components

  • Comprehensive course review
  • Medical office workflow simulation
  • HIPAA review
  • Scheduling and communication scenarios
  • Final knowledge assessment

  Suggested Final Activities

  • Mock front-desk simulation
  • Patient check-in exercise
  • Appointment scheduling scenario
  • Professional email exercise

  Final Assessment Methods

  • Written quiz
  • Skills demonstration
  • Participation evaluation
  • Instructor observation

Recommended teaching strategies include:

• Interactive demonstrations
• Guided practice
• Real-world medical office simulations
• Role-playing exercises
• Small group discussions
• Hands-on Microsoft Office activities
• Scenario-based learning
• Case study analysis

• After completion of the Microsoft Office Skills curriculum and this Medical Administration curriculum, students may pursue entry-level positions such as:

  • Medical Administrative Assistant
  • Medical Receptionist
  • Front Office Coordinator
  • Patient Services Representative
  • Medical Office Assistant
  • Healthcare Scheduling Coordinator
  • Administrative Support Specialist

Students may continue training in:

• Medical Billing and Coding
• Electronic Health Records (EHR)
• Certified Medical Administrative Assistant (CMAA)
• Medical Terminology Advanced Studies
• Healthcare Customer Service
• Insurance Claims Processing

This curriculum is intentionally designed to complement Microsoft Office training by emphasizing practical healthcare office applications. Students should frequently apply Word, Excel, Outlook, and organizational skills throughout the course.

Instructors are encouraged to:

• Use realistic healthcare office scenarios
• Demonstrate professionalism consistently
• Provide hands-on administrative exercises
• Reinforce HIPAA compliance regularly
• Encourage confidence-building communication skills
• Connect Microsoft Office skills directly to healthcare workflows

Students who successfully complete:

• 48 Hours Microsoft Office Skills Training
• 11 Hours Medical Administration Training

may receive a combined certificate title such as:

“Microsoft Office and Medical Administration Fundamentals”

or

“Medical Office Administration with Microsoft Office Applications”