Medical Office Assistant

Cencora | Pharma solutions; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading medical clinic in Calgary is seeking two Medical Office Assistants to enhance patient care and clinic operations. The role includes patient reception, appointment management, and administrative support in a dynamic healthcare environment, ensuring smooth services across various clinic departments. Candidates are expected to have relevant diplomas, experience in busy clinics, and excellent communication skills.

Benefits

Casual dress

Dental care

Extended health care

On-site parking

Paid time off

Qualifications

• Minimum of 3 years MOA experience in a busy clinic.
• Experience dealing with EMR systems such as PS Suites and Netcare.
• Strong verbal communication skills for a busy front desk role.

Responsibilities

• Welcome and assist patients, manage clinic flow.
• Handle patient bookings, confirmations, and follow-ups.
• Assist clinicians in preparing clinic rooms and lab specimens.

Skills

Communication

Organization

Multi-tasking

Customer service

Education

Medical Office Administration diploma

Tools

EMR system

MS Office

Job description

AVIVO HEALTH ALLIANCE

Medical Office Assistant (MOA)

THE ORGANIZATION

Avivo Health Alliance (formerly Isis Women’s Health Clinic) is a specialist, multi-disciplinary medical clinic that provides patients with the full spectrum of services to meet their obstetrics and gynecology needs. In addition to obstetrics (maternity) and gynecology care, our clinic offers lactation support, circumcision, menopause care, mental health counselling and pelvic floor physiotherapy. Everything we do is powered by our determination to maximize the health and wellbeing of our patients. We listen, learn and advocate for patient’s physical, emotional and educational needs. We’re a team of professionals passionate about our work. We know our impact goes beyond the services we provide. We believe everyone should have access to the highest standard of care. This means rigorous technical knowledge and expertise as well as empathy and compassion. We’re driven by purpose. United in our beliefs. Evidence based and human focused.

Our team is growing, and we are looking for up to two (2) Medical Office Assistants to join Avivo. Located in a stand alone building in the area of Briar Hill in NW Calgary, our building has three floors and offers a dynamic and busy environment. MOA’s are moving around all three floors on a daily basis. Please see below for the exciting opportunity to join our team.

THE OPPORTUNITY – MEDICAL OFFICE ASSISTANT

Our clinic is presently recruiting for up to two (2) Medical Office Assistants (MOA) to join our team in a full time capacity (40 hours/week). Our MOA’s are trained in multiple areas throughout the clinic including reception, bookings (OR, c-section, ultrasounds and inductions), referrals and clinic preparation for all of our offerings.

Our MOA’s are often the first point of contact for patients at our clinic, whether that’s in person or on the telephone. Each MOA is really a “Director of First Impressions” for those interacting with Avivo! Reporting into the MOA Team Lead, our MOA’s are responsible for ensuring the clinic flows well, faxes and scans are delegated appropriately, patient charts are prepared, patients are promptly welcomed, incoming patient and physician calls are managed and triaged, c-sections and inductions are booked, operating rooms are booked and referrals are quickly processed and triaged so patients receive the best care.

This is a full time (40 hours/week) role, Monday to Friday, with a 30-minute unpaid lunch break each day. NOTE: Staff work 8 hours per day in between the hours of 7:30 a.m. and 6:00 p.m. In addition, up to two times per month, staff are required to work one evening shift until 8:00 p.m.

THE CANDIDATE

In addition to the job responsibilities listed below, the following competencies are key requirements of this position:

· Medical Office Administration (MOA) diploma including a course in medical terminology;

· Minimum of 3 years MOA experience, preferably in a busy clinic;

· Previous EMR experience (preferably PS Suites) and Netcare;

· Proficient in MS Office (Word and Excel);

· Previous experience in a medical office setting

JOB RESPONSIBILITIES

Avivo’s Medical Office Assistant’s are responsible for the following duties, as well as other duties assigned by Management. Our MOA’s rotate among the front desk, OB desk, Lactation, Circumcision, OR Booking, Referrals and Booking Coordinator.

Booking Coordination

Front Desk Reception & Patient Care

· Welcome patients, vendors, pharmaceutical representatives and other visitors to our clinic;

· Confirm patient demographics;

· Manage clinic flow and take patients to clinic rooms;

· Enter key patient information into the EMR system;

· Book patients for follow up appointments as required;

· Reschedule patient appointments as required;

· Follow up on patients who are in the hospital;

· Provide patients with requisitions and prescriptions;

· Manage patient payment for services requested that are not covered under Alberta Health Care;

· Retrieve patient information as requested on Netcare;

Telephone, Faxes, Mail & Message Portals

· Answer, triage and direct all incoming calls to the clinic (over 100 calls/day);

· Manage clinic voicemail system and return patient calls within 1 business day of receipt;

· Call patients to confirm appointments;

· Ensure messages are directly handled or entered into EMR system for appropriate follow-up by team members;

· Manage all incoming faxes and scans through the EMR system and re-direct to the appropriate team members;

· Manage and respond to all messages directed to you in the Health Myself Message Portal;

· Open and direct all clinic mail.

Clinician Assistance

· Prep and stock all clinic rooms daily;

· Procedure tray preparation;

· Clean clinic rooms; and

· Prep lab specimens for next day’s patients

PERSONAL ATTRIBUTES

· Excellent written and oral communication skills;

· A positive individual who is warm, compassionate and welcoming;

· Highly organized with an ability to multi-task;

· High functioning ability to be part of a team, our clinic success is based on everyone moving towards the same goals;

· Ability to problem solve;

· Excellent attention to detail; and

· Must be eligible to work in Canada.

Job Types: Full-time, Permanent

Pay: $18.00-$23.50 per hour

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Paid time off

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Application question(s):

• Why are you interested in becoming a Medical Office Assistant with Avivo Health Alliance?
• Tell us about a time where solved a challenging issue at work. This could be operational or people related. Describe the situation and how you resolved it.

Work Location: In person

Application deadline: 2025-07-02
Expected start date: 2025-07-14