Medical Office Assistant

Infini Health; Calgary; On-site; CAD 46,000 - 51,000; Full time

Job summary

Infini Health is seeking a proactive Medical Office Assistant for our Calgary location. The ideal candidate will ensure outstanding patient care, manage appointment bookings, and support clinic operations in a fast-paced environment. This full-time position offers a community-focused workplace with opportunities for growth and development.

Benefits

Flexible Work Hours

Supportive Team Environment

Career Growth Opportunities

Qualifications

• 1-2 years’ progressive experience in a multidisciplinary clinical setting.
• Strong understanding of healthcare administration and regulations.
• Proficient in handling patient information and billing.

Responsibilities

• Receive and welcome patients, ensuring a high level of customer service.
• Schedule and confirm medical appointments while maintaining health records.
• Support clinic operations, including inventory management and maintenance of waiting areas.

Skills

Communication

Organizational Skills

Customer Focused

Problem-Solving

Attention to Detail

Technology Proficiency

Education

Post-secondary diploma or certificate in Medical Office Administration

Tools

Microsoft Office

EMR systems

PACS

Job description

Direct message the job poster from Infini Health

HR Professional I DEI Advocate | Workplace Wellness Enthusiast |

Infini Health Vision and Culture:

At Infini Health, we are a leading integrated sports medicine, musculoskeletal, neurological, and pain center. Utilizing advanced diagnostic imaging, we provide comprehensive medical assessments aimed at optimizing the health and performance of our patients. Our focus on patient care, research, and education sets us apart, with a diverse clientele that includes professional athletes, performing artists, and individuals seeking cutting-edge healthcare solutions.

Why Join Us?

Infini Health is not just a workplace – it's a community committed to excellence. Here’s why we’re an exciting place to work:

• Flexible Work Hours: Enjoy the ability to balance professional and personal life.
• Supportive Team Environment: Collaborate with passionate professionals dedicated to enhancing patient care.
• Additional Perks: Knowledge transfer opportunities and career growth opportunities.

Who This Position Is Perfect For:

This role is tailor-made for a proactive individual who thrives in a fast-paced, ever-evolving environment. The ideal candidate will:

• Be based in Calgary, as this position requires in-office attendance with flexible working hours.
• Possess a strong work ethic and commitment to excellence.
• Be highly organized with the ability to multitask effectively while maintaining a focus on patient satisfaction and clinic operations.
• Demonstrate strong leadership and communication skills with a proven ability to manage teams.
• Be comfortable working autonomously, taking initiative to manage tasks and resolve issues efficiently.

Role Description Summary:

The Medical Office Assistant at Infini Health is often being the first point of contact for our patients and a representative of who we are. This position is highly focused on patient care and service, while ensuring seamless and efficient operations of the clinic. This role is crucial for managing patient interactions, scheduling appointments, maintaining health records, and supporting the overall functioning of the clinic. This position requires excellent communication, organizational skills, the ability to prioritize and multitask and a commitment to providing exceptional customer service to ensure a positive experience for every patient.

Key Responsibilities:

1. Patient Care & Service:

• Receive and welcome patients to the clinic.
• Check patients in and provide necessary paperwork for their visit.
• Assist patients with initial paperwork as required.
• Answer or direct patient queries and feedback, ensuring a high level of customer service.
• Coordinates the flow of patients in and out of the examination and treatment areas to ensure efficient use of the facility and schedules are maintained.
• Answer multi-line phone system and emails and direct to the appropriate party. Prioritizing and responding in a timely manner.
• Professionally communicate with referring physicians, clinics, hospitals, etc. and maintain positive relationships with other health care teams.

2. Patient Booking and Appointment Preparation:

• Process incoming referrals.
• Schedule and confirm medical appointments.
• Maintain and effectively manage waitlists.
• Communicate what to expect at the appointment and how to prepare for the initial appointment.
• Send appointment reminders to patients.
• Communicate and uphold clinic no show and late cancellation policy.
• Assist with booking follow-up appointments or tests.
• Update and maintain patients’ health records.
• Follow-up or assist with individual patient’s visit needs – reminders to bring items to next appointment.

4. Clinic Support:

• Maintain examining rooms with necessary supplies and ensure rooms are cleaned and orderly between patients.
• Maintain waiting room ensuring cleanliness and a welcoming environment.
• Provide administrative support to the clinic including data entry, faxing, scanning, shredding, letters, photocopying, etc.
• Provide training to new MOA staff, as required.
• Provide coverage for breaks or time-off for other team members.
• Advise appropriate staff when inventory is running low.
• Follow clinic procedures and practices, providing feedback for improvements.
• Understand and comply with clinic environmental infection prevention and control measures.
• Understand and comply with clinic sick policy.
• Maintain professional communication and relationship with all members of clinical team.
• Clear understanding and ability to comply with regulations surrounding privacy and confidentiality in accordance with FOIP, Alberta Netcare etc.

Qualifications & Skills:

Education & Experience:

• Completion of post-secondary diploma or certificate in Medical Office Administration will be considered an asset.
• Minimum of 1-2 years’ progressive experience in a multidisciplinary clinical setting, ideally in diagnostic imaging, pain management, or musculoskeletal care.
• Solid understanding of healthcare administration, regulations, compliance, and industry best practices.
• Strong organizational skills with an ability to manage multiple tasks and priorities effectively.
• Proven ability to remain calm under pressure, with a customer-focused approach and excellent interpersonal skills.
• High attention to detail and accuracy, particularly in patient information and billing.
• Proficient in Microsoft Office and experience using EMR systems, PACS, and other clinic software.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and comply with privacy regulations.
• Key competencies include adaptability, problem-solving, team collaboration, and technology proficiency.

Working Conditions:

• The Medical Office Assistant will work primarily in an office/clinic environment at our Calgary location.
• Standard work hours (Monday to Friday, day shift), with flexibility for occasional evening or weekend work to accommodate clinic needs.
• The role requires a high degree of autonomy, strong communication, and collaboration within a dynamic, high-volume setting.

Physical & Psychological Health Requirements:

• The role may involve physical activities, including extended periods of computer work, administrative duties, organizing office spaces, and managing equipment.
• Must be able to practice patience and empathy while interacting with patients experiencing both acute/chronic pain.
• Ability to assist patients entering or exiting the clinic with mobility challenges.

Employee Equity Statement

Infini Health is an equal opportunity employer committed to diversity and inclusion. We welcome applications from all backgrounds and encourage individuals from equity-seeking groups to apply. We will provide accommodations throughout the recruitment process as per the Accessibility for Ontarians with Disabilities Act (AODA) and the Alberta Human Rights Act.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Medical Practices

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