C208 - Medical Office Assistant - (Casual) Surrey, BC

Phoenix Society incorporated; Surrey; On-site; CAD 38,000 - 40,000; Part time

Job summary

Phoenix Society incorporated is hiring a Medical Office Assistant (Casual) at Phoenix Center (Main Campus). You will perform administrative duties, maintain records, and support intake services within a collaborative health clinic team.

The MOA role requires a MOA certificate program completion and 1–3 years of frontline experience, with CPR and background checks. On-call and on-site at the main campus, compensation grid $27.26–$29.16 CAD/hour.

Qualifications

• Completion of a Medical Office Assistant certificate program.
• 1–3 years of frontline client service experience in health or related fields.
• Satisfactory criminal records check with vulnerable sector screening.
• Satisfactory Tuberculosis screening and immunization records.
• First aid with CPR certification.

Responsibilities

• Perform administrative duties: greet clients, answer phones, book appointments, arrange meetings, and organize the clinic.
• Receive and communicate messages for medical staff and clients.
• Prepare reports, invoices, and medical records using health software.
• Assist clients with health intake and history forms.
• Coordinate interdisciplinary team interactions and maintain records systems.
• Maintain a clean, organized examination area and stock supplies.
• Provide intake services and guide clients to appropriate staff.
• Support practicum students and new MOA staff onboarding.

Skills

Computer literacy

Word processing

Excel

English communication

Time management

Education

MOA certificate program

Tools

Health software

Job description

Title: Medical OfficeAssistant- (Casual)
Number of Positions: Multiple
Competition Number: C208
Location: Phoenix Center (Main Campus)
Position Status: Casual - On Call
Reports to: Sr. Manager, Clinical Operations and Services
Compensation: (Grid 8) $27.26 - $29.16

Job Summary:

The Medical Office Assistant (MOA)at Phoenix Society provides support to clients, physicians, nurses, and otherhealth professionals. Key responsibilities include performing administrativeduties; maintaining communication with clients and staff; maintaining clientand health records; providing intake services; preparing clinical settings, andbuilding positive relationships with clients. The position is a key member ofthe clinical care team and works closely with staff within the health clinicand throughout the organization, as well as with external stakeholders toensure an integrated approach to service delivery.

Responsibilities:

Administration

• Perform administrative duties such as greetingclients, answering phones, booking appointments, arranging meetings,completing lab requisitions and assisting in the general organization ofthe clinic

• Receive and communicate messages for medicalstaff and clients

• Use health software and other computer applicationsto prepare reports, invoices, financial statements, letters, casehistories and medical records

• Assist clients in completing health intake andhistory forms

• Assist in the coordination and integration of theinterdisciplinary team of physicians, counsellors, nurses, social workersand pharmacists

• Set up and maintain records management systems,including classifying and coding electronic and paper files

• Operate standard office equipment, includingvoicemail messaging systems, photocopiers, fax machines and documentscanners

• Order supplies and maintain inventory

• Provides guidance & a safe learning environmentfor Practicum students & new Phoenix Society MOA staff orientating tothe organization.

• Gathers and compiles information relating to clientdirectory of Community services- pharmacy, Physician offices & OATservices.

• Perform other duties as required

Client Services

• Assist in creating a welcoming, safe, and positiveenvironment for clients and staff

• Monitor and manage the general tidiness of thewaiting room

• Provide intake services to clients by determiningtheir needs or directing them to the appropriate staff

• Attend to client behaviours in the waiting room bylistening, supporting, validating and, in the case of disruptivebehaviours, employing de-escalation techniques. Contact appropriate stafffor assistance if necessary

• Build positive relationships with individualclients in support of good health outcomes

• Keep examination areas clean, orderly andstocked with supplies

• Provide clients with information and contacts forcommunity resources

• Cleans and disinfects equipment inaccordance with established procedures.

• Assembles, stocks and orders medical and surgicalmaterials for clinical program.

• Directs the client for Urine Drug Screen under thedirection & interpretation of the clinical staff or physician

Qualifications:

• Completion of a Medical Office Assistantcertificate program

• 1 to 3 years of experience providing first point ofcontact service to a diverse set of clients who may be experiencing mentalhealth, addictions, poverty and trauma concerns

• Satisfactory completion of a criminal records checkwith vulnerable sector screening is required

• Satisfactory completion of Tuberculosis Screeningform is required

• Satisfactory completion of Employee ImmunizationRecord form is required

• Satisfactory completion of Nonviolent crisisintervention (NVCI)

• First aid certification with CPR is required

Skills & Knowledge:

• Excellent knowledge of computer literacy to operatea computerized patient care information system and word processing,spreadsheet, Internet and e-mail software

• High level of integrity and dependability with astrong sense of urgency and results-orientation

• Strong skills in Windows, Microsoft Word, Excel,and database management systems

• Strong problem solving, analytical, and creativeskills with the ability to exercise sound judgement and make decisionsbased on accurate and timely analyses

• Strong interpersonal skills and ability tocommunicate effectively in writing and verbally in English

• Strong organizational and time management skills

• Ability to maintain accuracy while doing multipletasks or working under pressure

• Ability to deal effectively with disruptivebehaviours when required

• Ability to work in a trauma-informed practice

• Demonstrated commitment to the social sector with apassion for the organization’s mission is essential

Competencies:

Approach to Work

• Demonstrates initiative, flexibility, adaptabilityand resourcefulness

• Actively seeks and incorporates feedback to informcontinuous self-improvement

• Sets goals, creates and implements action plans,monitors progress, and evaluates results

• Adeptly manages competing tasks and uses timeefficiently and effectively

Job Knowledge & Quality ofWork

• High-degree of relevant and current job knowledgeand skill

• Consistently produces accurate, thorough,high-quality work in a timely manner

• Builds and promotes a culture of health and safetyin the workplace

• Implements and enforces best practices inhealth and safety within the workplace

Judgement & Decision-Making

• Models independent thinking and creativity

• Demonstrates effective problem-solving skills

• Makes clear, consistent, transparent and timelydecisions after contemplating various available courses of action

• Exercises sound judgment in the best interests ofthe organization

Communication &Interpersonal Skills

• Expresses themselves clearly and professionallyboth verbally and in writing

• Displays high emotional intelligence; uses tact anddiplomacy in dealing with sensitive, complex and confidential situations

• Has a manner, style and presence that makes apositive impression

• Listens to and considers others’ views

Personal Leadership

• Models the organization’s core values of socialjustice, teamwork, social innovation, and strength-based practices

• Fosters enthusiasm, energy and commitment

• Takes responsibility for personal actions,performance and health

• Is reliable and accountable; shows up on time readyto work

Teamwork & Collaboration

• Effectively works with their colleagues to ensureorganizational success

• Champions positive working relationships with staffand external stakeholders

• Supports an environment of openness, and championsteamwork and communication across programs

• Leverages the expertise and experience of othersfor organizational success

External applicants will be reviewed after internal applicants have been reviewed and interviewed.

Phoenix is committed to employmentequity and encourages applications from people of all gender identities andexpressions, persons with disabilities, Indigenous peoples and visibleminorities. Persons with disabilities who anticipate needing accommodations forany part of the application and hiring process may contact our HR department.Any personal information provided will be maintained in confidence.

While we thank all applicants fortheir interest in this opportunity, only those selected for an interview willbe contacted.