Clinic Office Administrator

University of Ottawa; Ottawa; On-site; CAD 51,000 - 66,000; Full time

Job summary

An established industry player is seeking a dedicated Clinic Office Administrator to enhance patient care and ensure efficient workflow within a medical office. This role is vital for managing referrals, labs, billing, and documentation while maintaining confidentiality and professionalism. The ideal candidate will possess strong organizational skills, be bilingual in English and French, and have experience with electronic medical records. Join a vibrant community committed to health and wellness, and contribute to a supportive environment that fosters student success and well-being.

Benefits

Health and wellness programs

Professional development opportunities

Flexible work hours

Access to fitness resources

Qualifications

• Minimum two years of experience in a similar role.
• Ability to handle confidential information with discretion.

Responsibilities

• Prepare examination rooms and assist healthcare providers.
• Maintain an effective and confidential filing system.

Skills

Bilingualism (English and French)

Customer Service

Interpersonal Skills

Organizational Skills

Problem-Solving Skills

Education

Postsecondary training in medical administration

Tools

Electronic Medical Record system (EMR)

Job description

Clinic Office Administrator page is loaded

Clinic Office Administrator

Apply locations Ottawa, ON Main Campus time type Full time posted on Posted 9 Days Ago time left to apply End Date: May 9, 2025 (1 day left to apply) job requisition id JR22666

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Job Type:

Employee

Duration in Months(for fixed-term jobs):

N/A

Job Family:

Administrative Support

# of Open Positions:

1

Faculty/Service - Department:

Health and Wellness Centre Operations

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

avril 28, 2025

Applications must be received BEFORE :

mai 09, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 06

Salary Range:

$51908,00 - $65566,00About Student Affairs :

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enrol for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events and varsity sports activities, we run an innovative career development and experiential learning program and much more!

There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

Position purpose:

The Clinic Office Administrator (COA) plays a crucial role in enhancing patient care and ensuring efficient workflow withing the medical office, while ensuring the smooth running of services like referrals, labs, billing, and documentation. Additionally, COAs must handle sensitive information confidentially and with professionalism and tact.

In this role, your responsibilities will include:

• Clinical Support: Prepare examination rooms, including cleaning and setting up equipment. Assist healthcare providers with patient examinations (chaperon) and some clinical tasks (ex: urine testing, documentation filling). Take and record patient vital signs. Help with blood work processing and identification and interactions with the laboratory.
• Documentation: Prepare reports, invoices, financial statements, letters, case histories and medical records. Complete intake and health history forms. Maintain an effective and confidential filing system by opening patient charts, both electronically and physically, and ensuring that all documents are appropriately added to these charts.
• Reporting: Receive/Send requests for consultations and investigations from health care providers, maintain up to date pending test reports and monitor pending tests and referrals. As such, the incumbent can be asked to communicate with labs, healthcare providers and insurance companies.
• Referrals: Complete referrals made by health care providers to specialists outside of the Student Health and Wellness Centre. Fax or email referral forms and appropriate documentation, schedule appointments for students and update the student e-file. Communicate test results to students when directed by health care professionals. Coordinate and process all incoming and outgoing communication regarding to referrals.
• Client services: Conduct follow-ups as required for test results and other confidential documentation. Help students complete documents and medical history forms. Support front-end functions as required including reception duties, answering phones, and registering students upon arrival.
• Administrative: Maintain inventory of medical supplies, and ensure orders are placed accordingly. Ensure all rooms are consistently equipped with adequate medical supplies and replenish as needed.

What you will bring:

• Postsecondary training in medical administration/secretariat or an equivalent combination of education and work experience.
• At least two (2) years of demonstrated experience in a similar role.
• Experience with an Electronic Medical Record system (EMR) (i.e. Telus, PS Suite, OSCAR, Purkinje)
• Experience in a medical clinic
• Bilingualism (English and French oral and written expression).
• Experience in customer service.
• Strong interpersonal and communication skills.
• Experience working in an environment requiring the exchange and protection of highly confidential information.
• Discretion.
• Reliability and good judgment.
• Excellent organizational skills.
• Ability to produce high quality work under pressure while meeting tight deadlines.
• Knowledge of computer systems and software, including financial systems, spreadsheets, databases, internet and email.
• Excellent problem-solving skills.
• Demonstrated ability to work both effectively as a member of a team and independently.
• Excellent time management and prioritizing.
• Ability to handle difficult situations with professionalism.
• Elevated work ethic.
• The incumbent may be required to work evenings and weekends depending on the Center’s hours of operation.

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [e-mail] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

About us

The University of Ottawa is a dynamic community of students, professionals and academics pursuing great things. Our vision for the university of tomorrow is one that reflects the diversity of our people, their ideas and their lived experiences. We believe in the power of representation and in increasing the diversity of our faculty and staff to support this objective.

We’re committed to an inclusive workplace that acknowledges and celebrates all voices, fosters personal and professional development and challenges you to reach new heights.

Health and Wellness

Join a vibrant community that puts your health and wellness first. With mental health workshops, counselling resources, meetings on the move, and countless fitness resources, you'll have everything you need to find balance in your life. Programs and resources designed with you in mind.

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