Medical Office Administrator (Casual)

The Newly; Fredericton; On-site; CAD 25,000 - 30,000; Part time

Benefits offered by this job

Professional development opportunities

Team engagement events

Inclusive workplace

Job summary

The Newly Institute is seeking a casual Medical Office Administrator (MOA) to support our multidisciplinary clinical team at the Fredericton clinic. You will manage front-desk tasks, scheduling, billing, and EMR documentation to ensure smooth daily operations.

Reporting to the Manager of Clinical Services, you will provide exceptional client service, coordinate invoicing with funders, maintain client files, and support a fast-paced clinic environment while upholding our core values of

Qualifications

• Minimum of two years in an office or clinic administration role in a fast-paced environment.
• Minimum of two years of experience providing superior customer service and support.
• Experience in a mental health setting is an asset.
• Experience with WCB billing, online billing, and scheduling is an asset.

Responsibilities

• Answer multi-line phone system and emails to ensure timely communication with clients and partners.
• Book and manage client appointments, including virtual appointments.
• Collaborate with clinical and administrative teams to maintain updated schedules and bookings.
• Prepare and distribute client and clinical documents and invoices; handle mail and office duties.
• Maintain client files in EMR and shared drive, including WCB and program documentation.

Skills

Customer service

Communication

Multitasking

Education

High school diploma

Medical Office Administration diploma (asset)

Tools

Microsoft Office

EMR systems (Med Access)

Job description

JOB DETAILS

Job Title: Medical Office Administrator (MOA)
Status: Casual

Schedule: Between Monday - Friday, 8:00 a.m. - 4:00 p.m.

Location: On-site at The Newly Institute Fredericton Clinic (#6, 5 Acorn Street, Fredericton, NB)

ABOUT THE NEWLY INSTITUTE

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an opportunity for a casual Medical Office Administrator to support our innovative, purpose-driven, and multi-disciplinary clinical team.

WHY JOIN THE NEWLY INSTITUTE?

At The Newly Institute, you'll join a collaborative team that is passionate about transforming mental health care. We believe exceptional client care starts with supporting our people, which is why we invest in professional growth, meaningful work, and a workplace where everyone feels valued.

Our comprehensive total rewards package includes:

• Professional development opportunities
• Regular team and community engagement events
• A welcoming, collaborative, and inclusive workplace

WHAT YOU WILL DO

Reporting to the Manager of Clinical Services, you will support our clients, clinicians, and clinic operations in a varied role. From providing exceptional client service and managing day-to-day administrative needs to coordinating invoicing with funders, you’ll help ensure both our clients and our team have a smooth experience. You’ll work in a fast-paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.

Accountabilities

Client Service:

• Answer multi-line phone system and emails to ensure well timed communication with clients, community partners, and potential inquiries.
• Prioritize and respond to phone calls, voicemails, and emails in a timely manner. Disseminating information as necessary.
• Book and manage client appointments, including virtual appointments.
• Collaborate with clinical team/Manager to ensure the completion and booking of all client appointments, and processes.
• Collaborate with administration and clinical teams ensure up-to-date schedule changes, and bookings.

• Welcome and orient clients to clinic space, providing high-quality customer service.

Finance Administrative Accountabilities:

• Develop IOP/Flex/Top Up and other private client payment plans, indicating payer, payment amount, method, interval, and dates.
• Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in IOP, Flex, and other private programs.
• Complete timely and accurate billings including WCB and AHCIP. Ensuring accurate payment, and resolution of rejected bills.
• Invoice clients and funders in Flex/IOP programs timely and accurately. Track payments, with follow-up as needed.

General Administrative Accountabilities:

• Complete opening and closing duties, as required.
• Develop, maintain, and distribute client and clinical schedules such as WCB client IOP/Flex clients, physician schedules and absences, clinician schedules and absences.
• Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB S Filters, referrals, historical documentation, and other supporting documentation and information.
• Prepare and distribute clinical documents such as WCB reporting, IOP/Flex discharge summaries, prescriptions, doctor’s notes, and other associated documents.
• Handle and distribute mail.
• Prepare monthly data submissions.
• Fax, scan, shred, and photocopy documents.
• Oversee ordering of office equipment and supplies.

Technical Accountabilities:

• Book virtual meeting and appointments, as required.
• Ensure client have access to online services.

Other responsibilities related to the role and scope of work may be assigned.

WHAT YOU BRING

Experience

• A minimum of two years of experience in an office or clinic administration role in a fast-paced environment is required.
• A minimum of two years of experience providing superior customer service and support is required.
• Experience working in a public or private practice that provides mental health services is a significant asset.
• Experience with WCB billing, online billing, and scheduling is an asset.

• Equivalencies of experience may be considered.

Education

• A high school diploma is required.
• A post-secondary diploma in Medical Office Administration or a similar field is an asset.

Technical Competences

Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams is required. Proficiency with Electronic Medical Records (EMR) systems is also required. Experience in Med Access EMR is an asset.

Background Check

Offers are conditional, subject to employment reference checks and a clear police background check inclusive of vulnerable sectors.

DIVERSITY, EQUITY AND INCLUSION

We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves. We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family status, and physical and mental disabilities. Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.

ACCESSIBILITY

The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email [e-mail].

APPLICATION CLOSING

The posting will remain open until the role is filled. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.