Medical Office Administration, Scanning

Southwesthealthline; Markdale; On-site; CAD 26,000 - 37,000; Part time

Job summary

South East Grey Community Health Centre in Grey County seeks a detail-oriented Medical Administrative Assistant for a dedicated scanning role. You will scan, upload, index, and organize medical documents into the EMR, ensuring patient records are accurate, legible, and accessible to authorized staff.

This part-time position emphasizes independent work in a fast-paced medical office, with strict confidentiality and proficiency in document management.

Qualifications

• Prior experience in medical administration, health records, and document scanning.
• Familiarity with EMR systems; Practice Solutions is a plus.
• Strong attention to detail and a high degree of accuracy.
• Excellent organizational and time-management skills.
• Ability to manage repetitive tasks while maintaining consistent quality.
• Ability to work independently and follow established procedures.
• Basic computer skills including electronic filing.
• Understanding of patient confidentiality and privacy requirements.

Responsibilities

• Prepare, sort, and organize medical documents for scanning.
• Scan incoming paper records and other medical information.
• Upload scanned documents into the EMR system.
• Identify patients and match documents to correct charts.
• Assign document types and labels for accurate indexing.
• Verify scanned documents are legible, complete, and uploaded.
• Resolve duplicates or misfiled documents per procedures.
• Maintain workflow to meet timelines and productivity standards.
• Handle confidential patient information per privacy rules.
• Report equipment issues and maintain scanning devices.
• Follow procedures for document preparation, quality control, and secure disposal.
• Report discrepancies to the supervisor.

Skills

Attention to detail

Organizational skills

Time management

Independent work

Document management

Confidentiality

Basic computer skills

Tools

EMR systems

Practice Solutions

Job description

South East Grey Community Health Centre (SEGCHC) is a primary care organization serving communities of Grey County through four clinic sites located in Dundalk (two locations), Markdale and Chatsworth. SEGCHC is committed to improving the health and well-being of individuals and communities through accessible, comprehensive primary care, health promotion, and community development. Our team works collaboratively to address the diverse needs of the communities we serve.

Position

Medical Office Administration, Scanning

Region

Grey and Bruce

Description

SEGCHC is seeking a detail-oriented and organized Medical Administrative Assistant to join our team in a dedicated scanning role as soon as possible one day per week. The primary responsibility of this position is to scan, upload, index, and organize medical documents into the electronic medical record (EMR) system, ensuring that patient records are accurate, complete, legible, and readily accessible to authorized healthcare staff. This position is focused exclusively on scanning and document management. The successful candidate must demonstrate accuracy, efficiency, confidentiality, and the ability to work independently in a fast-paced medical office environment.

Responsibilities

• Prepare, sort, and organize medical documents for scanning.
• Scan incoming paper records, correspondence, reports, referral documents, and other medical information.
• Upload scanned documents into the appropriate electronic medical record (EMR) system.
• Correctly identify patients and match documents to the appropriate electronic charts.
• Assign appropriate document types, categories, and labels to ensure accurate indexing.
• Verify that scanned documents are complete, legible, properly oriented, and uploaded successfully.
• Identify and resolve duplicate, incomplete, misfiled, or incorrectly scanned documents in accordance with office procedures.
• Maintain an organized workflow to ensure documents are processed within established timelines.
• Handle confidential patient information in accordance with applicable privacy legislation, office policies, and procedures.
• Maintain the scanning equipment and report technical issues or equipment malfunctions.
• Follow established procedures for document preparation, quality control, and secure disposal or storage of paper records.
• Report discrepancies, missing information, or unidentified documents to the appropriate supervisor.
• Meet established productivity and accuracy standards while maintaining the integrity of patient records.

Qualifications

• Previous experience in medical administration, health records, and document scanning is considered an asset.
• Familiarity with electronic medical record (EMR) systems is preferred. Practice Solutions would be considered an asset.
• Strong attention to detail and a high degree of accuracy.
• Excellent organizational and time-management skills.
• Ability to manage repetitive tasks while maintaining consistent quality and productivity.
• Ability to work independently and follow established procedures.
• Basic computer skills, including document management and electronic filing.
• Understanding of patient confidentiality and privacy requirements in a healthcare setting.
• Ability to handle, sort, and prepare paper documents for scanning throughout the workday.
• Must meet South Easy Grey Community Health Centre's vaccination requirements as a condition of employment, subject to applicable accommodation requirements.

Salary: $23.00 per hour

Terms of Employment: Part-time

Deadline for Application: Wednesday, November 04, 2026

Location: Markdale

Profession Type: Administrative and Clerical