Medical Office Administrator

University of Ottawa; Ottawa; On-site; CAD 54,000 - 69,000; Full time

Job summary

A leading Canadian university is seeking a Medical Office Administrator to enhance patient care and ensure efficient workflow in their medical office in Ottawa. The candidate must have postsecondary training in medical administration, at least two years of experience, and be bilingual in English and French. Additional responsibilities include managing clinical support, documentation, and patient referrals. This full-time position offers a competitive salary and the opportunity to contribute to student health services.

Qualifications

• Minimum two years of experience in a similar role.
• Experience in a medical clinic and customer service.
• Bilingualism in English and French required.

Responsibilities

• Prepare examination rooms and assist healthcare providers.
• Maintain accurate and confidential medical records.
• Handle referrals and client follow-ups as needed.

Skills

Interpersonal skills

Communication skills

Organizational skills

Problem-solving skills

Discretion

Education

Postsecondary training in medical administration

Tools

Electronic Medical Record systems (EMR)

Job description

About 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 enroll for courses; oversee 11 residences and an award‑winning Dining Hall; organize fun events; provide extensive recreation program opportunities and varsity sports activities; 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 you’ll enjoy the experience as much as our students do.

Position Purpose

The Medical Office Administrator plays a crucial role in enhancing patient care and ensuring efficient workflow within 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.

Responsibilities

• Clinical Support: Prepare examination rooms including cleaning and setting up equipment; assist healthcare providers with patient examinations (chaperon) and some clinical tasks (e.g., 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; 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 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) (e.g., Telus PS Suite, OSCAR, Purkinje).
• Bilingualism (English and French oral and written expression).
• Experience in a medical clinic.
• 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 Centre’s hours of operation.

Key Competencies 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.

EEO Statement & Diversity

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, racialised 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 us to communicate the accommodation need. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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.

Additional Information

Salary: $54,118.00 – $68,361.00 (SSUO Grade 06). Full‑time, 35 hours per week. Location: Main Campus. Vacancy: 1. Update: Applicants must be received before 2025‑10‑26.