Medical Office Assistant

Inspired HR; Calgary; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading healthcare provider in Calgary is seeking a Medical Office Assistant to support patient care in a dynamic clinic environment. The role involves managing patient interactions, scheduling appointments, and maintaining medical records, ensuring a high standard of service and confidentiality. The ideal candidate will have a diploma in Medical Office Administration and at least two years of relevant experience, demonstrating excellent communication and customer service skills. Join a supportive team committed to patient wellness and professional development.

Benefits

Competitive wages and bonuses

Ongoing paid training

Work/life balance

Excellent mentorship

Supportive team dynamics

Qualifications

• Minimum 2 years administrative experience in a medical office.
• Knowledge of medical terminology and records management.
• Current CPR/First Aid Certification required.

Responsibilities

• Coordinates patient flow and manages appointments efficiently.
• Maintains patient accounts and handles administrative duties.
• Welcomes patients and ensures confidentiality of their information.

Skills

Communication

Customer Service

Attention to Detail

Teamwork

Time Management

Education

Post-secondary diploma in Medical Office Administration

Tools

MS Office Suite

Telus Med Access

Job description

An integral member of the Skin Health and Wellness Centre team, the Medical Office Assistant is often the first point of contact and therefore plays an active role in ensuring patients receive the utmost care. The Medical Office Assistant works with all members of the healthcare team in a coordinated and collaborative effort to engage, encourage and support patient health and is responsible for fulfilling a variety of duties in both the front and back of the office, including billing support, scheduling, patient communication and filing. Duties can be classified in the following categories :

• Clinical Assistant
• Medical Administrative Assistant
• Medical Billing Assistant
• Medical Device Reprocessing Assistant
• Medical Supply Ordering Assistant
• Phototherapy Assistant
• Research Assistant

Job Type :

This is a full-time position. Availability on evenings and weekends may be required.

Offers and Perks :

• The opportunity to work alongside a team of highly skilled professionals
• Extremely competitive wages and bonuses
• Employee incentives and perks
• Ongoing paid training and professional development opportunities
• Consistent work hours and a commitment to work / life balance
• Supportive team dynamics and regular opportunities for collaboration
• Excellent mentorship and leadership
• Safe, supportive and tolerant workplace

Expectations for the Role

General Duties

• Answers multi-line phone system and emails and takes appointments or directs calls to the appropriate party. Prioritizes and responds to phone calls and messages in a timely manner
• Welcomes patients as they arrive to the clinic and provides the necessary paperwork for their visit
• Coordinates the flow of patients in the examination and treatment areas to ensure efficient use of the facility and the physician's schedule
• Maintains patient accounts by obtaining, recording and updating personal and financial information
• Coordinates follow-up appointments, arranges complex appointments and ensures the management of waitlists
• Prepares examination rooms with necessary medical supplies
• Maintains inventory of medications and follows all procedures regarding outdated medications and other supplies
• Provides a variety of administrative duties within clinic such as data entry, faxes, scanning, shredding, dictation letters, photocopying, preparing patient information booklets and other related tasks, as required
• Supports the improvement of pre- and post-encounter processes (e.g., identify missing vitals, lab results or screening needed for patients with appointments)
• Ensures the protection of patients' rights by maintaining confidentiality of personal and financial information

Patient Booking and Appointment Preparation

• Process incoming referrals to physician providers
• Call referring physicians office for updated patient demographics, health care number and referring physician PRACID if not available
• Assist with bookings for patients and explain the importance of the visit
• Educate patient, and / or caregiver / NOK attending the appointment on what to expect from the appointment, and what / how to prepare for the initial assessment
• Create patient appointment notification letters to referring physicians for all appointments as required. Alternatively, create fax letters to referring physicians for missed appointments, inability to attend, cancellations, refusals or specific letters pertinent to patients visits
• Book patients for specialist consultant assessments
• Receive, greet and direct patients during their visit. Explain consent form to patients; answer any questions and record consent
• Contact referring physician office, clinics, hospitals, labs, diagnostic centers or specialists for additional clinical information as needed
• Assist with booking follow-up appointments needed
• Follow-up or assist with individual patients visit needs, e.g., arranging transportation home, reminding them to bring certain items to follow-up appointments, etc.
• Receive, scan and distribute incoming mail, labs, consults, prescription requests, special authorization requests and diagnostic imaging reports to the team
• Assist team members with sending consult letters to referring physicians as required

Succession Planning

• Assist in the training of new clinic MOA staff in shared duties
• Help cover the duties of other clinic MOAs during their absences.

Required Education :

• Post-secondary diploma or certificate in Medical Office Administration

Required Certification :

• Current Cardiopulmonary Resuscitation (CPR) / First Aid Certification / Basic Cardiac Life Support (BCLS)

Required Experience, Knowledge & Skills :

• Minimum 2 years administrative experience in a medical office
• Knowledge of medical terminology and medical records management
• A professional and courteous disposition
• Must possess a strong work ethic, be self-motivated with the ability to work independently with minimal supervision
• Ability to multi-task in a fast-paced environment and manage time efficiently to prioritize changing priorities
• Meticulous attention to detail and records maintenance skills
• Proficiency in MS Office Suite of products (Outlook, Excel, Word, PowerPoint)
• Excellent written and oral communication skills with the ability to empathize with patients.
• Excellent customer service skills, providing high quality care to clients from the moment they walk into the clinic until the moment they leave
• A genuine interest in the well-being of patients
• Team player attitude and the ability to work effectively in a team setting, contributing to a positive and collaborative work environment

Asset Qualifications :

• Experience using Telus Med Access electronic medical record (EMR) system
• Sales experience in a related customer service field (health and wellness, spa, medical, fitness, retail) (preferred)
• Business management and hospitality experience (preferred)
• Medical terminology experience (preferred)
• Infection Prevention and Control (IPAC) certification or experience (preferred)

A clear Criminal Background check, inclusive of a vulnerable sector search, is required to start.If you have resided outside of Calgary in the past 12 months, you will need to contact the local police or RCMP detachment in your previous residential municipality to be able to obtain a full report.