Medical Office Administrator (MOA)

Care Fertility; Ottawa; On-site; CAD 52,000 - 66,000; Full time

Job summary

Care Fertility in Ottawa is seeking a Medical Office Administrator to oversee daily operations, promote services, and welcome patients. You will support the team, manage appointment scheduling across fertility services, and maintain a professional, compassionate clinic environment.

The role requires 3+ years of MOA experience, relevant education, and strong communication with patients and healthcare professionals. Experience with EMR systems is preferred.

Qualifications

• Familiarity with medical terminology, conditions, procedures, and abbreviations.
• Detail-oriented data entry and medical records management.
• Strong communication with patients and staff.
• Knowledge of patient privacy regulations (e.g., HIPAA) and ethical guidelines.
• Ability to use word processing and spreadsheet software.

Responsibilities

• Consult with physicians as needed regarding scheduling and booking appointments
• Actively participate in team-building initiatives and development of departmental goals
• Work independently with minimal supervision
• Maintain up-to-date patient records in the EMR system, including scanning and organizing test results and other documents
• Handle administrative tasks such as sending/receiving faxes, making photocopies, scanning documents, and accepting deliveries
• Administer patient billing, collect overdue payments, and issue receipts
• Ensure confidentiality of all patient information in accordance with regulatory standards
• Perform other duties as assigned

Skills

Medical terminology

Attention to detail

Communication skills

Customer service

Privacy compliance

Computer proficiency

Education

Associate’s Degree in Medical Office Administration, or Bachelor’s Degree in Healthcare Management or another relevant field

Tools

EMR systems

Job description

Role Summary

The Medical Office Administrator (MOA) will be involved in all aspects of administering the daily operations of Care Fertility, promoting the clinic's diverse services, and expanding its client base. As the front-face of our clinic, the MOA plays a critical role in supporting the team and maintaining a professional and welcoming environment.

Role Responsibilities

• Consult with physicians as needed regarding scheduling and booking appointments
• Actively participate in team-building initiatives and development of departmental goals
• Work independently with minimal supervision
• Maintain up-to-date patient records in the EMR system, including scanning and organizing test results and other documents
• Handle administrative tasks such as sending/receiving faxes, making photocopies, scanning documents, and accepting deliveries
• Administer patient billing, collect overdue payments, and issue receipts
• Ensure confidentiality of all patient information in accordance with regulatory standards
• Perform other duties as assigned

Qualifications

Formal Education or Equivalent:

• Associate’s Degree in Medical Office Administration, or a Bachelor’s Degree in Healthcare Management or another relevant field
• Additional vocational training or certification in a medical field is preferred

Years of Experience:

• Minimum 3 years of experience as a Medical Office Administrator

Competencies

• Proficient understanding of medical terminology, including common conditions, procedures, and abbreviations
• Keen attention to detail when recording patient information, managing medical records, and processing billing
• Competence in basic computer applications such as word processing and spreadsheets
• Excellent verbal and written communication skills for interacting with patients, healthcare professionals, and team members
• Strong customer service orientation to ensure a compassionate patient experience
• Knowledge of and adherence to patient privacy regulations (e.g., HIPAA) and ethical guidelines

Specialized Skills, Knowledge, or Certifications Unique to This Role

• Familiarity with medical terminology specific to fertility care
• Proficiency in promoting the clinic's diverse services and helping to expand the client base
• Experience using EMR systems specific to fertility clinics
• Ability to manage appointment scheduling across multiple services, including ultrasounds, lab tests, and consultations
• Commitment to patient privacy and compliance with HIPAA or equivalent standards