Medical Office Administrator

David Jordan Medicine Professional Corp; Ottawa; On-site; CAD 80,000 - 100,000; Full time

Job summary

A medical practice in Ottawa seeks a Medical Office Administrator/Floater. The role requires front desk management, assisting surgical coordination, and billing support. The ideal candidate has strong communication skills, is detail-oriented, and has at least 1 year of office administrative experience. Bilingualism in French is an asset. This is a full-time, permanent position with competitive pay and benefits.

Benefits

Dental care

Extended health care

On-site parking

Vision care

Qualifications

• Excellent verbal and written communication skills in English.
• Detail-oriented, reliable, and organized.
• 1 year of experience in office administration.

Responsibilities

• Manage front desk administration and support surgical coordinator.
• Book appointments and maintain medical files.
• Assist billing manager with payment processing.

Skills

Excellent verbal and written communication skills

Detail-oriented

Organized

Problem solver

Bilingual (French)

Education

1 year of office administrative experience

Tools

EPIC EMR

Accuro EMR

Job description

Overview

Medical Office Administrator / Floater

Location : 301 O'Connor Street, Ottawa, ON

Company : David Jordan Medicine Professional Corporation

Job Type : Full-time, Permanent

Pay : $36.00-$40.00 per hour

Expected hours : 36 per week

We are looking for a candidate who is curious and motivated to learn and grow. You are organized, punctual, reliable and detail-oriented. You can work independently but with keen awareness of your team members\' inter-related and inter-dependent tasks. You are a problem solver who is not conflict addicted. You have excellent verbal and written communication skills in English. French and other languages are considered an asset. You are comfortable working in a medical office where the referred patients are diverse and the practice unique and complex.

This is not an entry level job.

Responsibilities

• Duties include mostly front desk administration along with assisting surgical coordinator and billing manager as needed. Tasks include:
  • Use The Ottawa Hospital - EPIC and Accuro EMR technologies for booking patient appointments, locating medical reports and documents, creating and maintaining confidential medical files and records.
  • Call new referrals to book appointments in appropriate time slots (weekly).
  • Pull charts ahead of schedule (at least 5 days) and phone patients to screen and remind them of appointments; adjust scheduling as needed for workload.
  • Order supplies and maintain an up-to-date supplier list in consultation with appropriate personnel (cosmetic/cream supplies with OM or Dr. Jordan; surgical supplies with SC or Dr. Jordan; stationary with OM and SC).
  • Weekly follow up with patients for outstanding urgent tasks (e.g., pending CT scans, lab results, picture requests).
  • Review, screen and print emails; answer and transfer calls and communicate messages between Dr. Jordan and patients; receive and screen faxes and transfer to appropriate person.
  • Check-in and check-out patients on the day sheet; ensure documentation is included/verified (e.g., OHIP version code, current address/phone/email).
  • Complete claim forms and third party insurance forms as applicable (IFHP, Blue Cross Ontario, WSIB, DND, Out of Province, NIHB, payments).

Assisting Surgical Coordinator

• Assist with scheduling surgical procedures in the appropriate location (Office OR / The Ottawa Hospital) in collaboration with the Surgical Coordinator and physician.
• Prepare and verify medical charts and forms for surgical patients, ensuring accuracy for medical/legal compliance.
• Collect financial payments for surgeries.
• Make calls for office and hospital surgeries to confirm and review pre-op instructions / forms as needed.

Assisting Billing Manager

• Billing and administrative support.
• Record, process, and reconcile payments for private and cosmetic procedures.
• Verify all third party payments and OHIP validity.

Assisting with Operational Needs

• Assist with implementing office policies, including infection control and safety procedures.
• Support other staff during peak workload or absences.
• Assist in staff communication, scheduling, and coordination of special projects, contractors or events.
• Order and maintain supplies / products; handle correspondence.

Contract

Subject to a three month probationary period, full-time indeterminate contract.

Qualifications & Assets

• Bilingualism (French) is considered an asset.
• Experience: office administrative — 1 year (required).
• Language: French (preferred).
• Work Location: In person.

Shifts & Schedule

The shifts are Monday-Friday (about 36 hours a week). We employ two Front Desk Administrators (FDAs): one will open and the other will close. The office hours can range from a 6:30 am start to 5:00 pm close (8 hours per FDA).

Benefits

• Dental care
• Extended health care
• On-site parking
• Vision care

Work Type & Location

Work Location : In person

We thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.