Medical Office Assistant

WELL Health Technologies Corp; Coquitlam; On-site; CAD 26,000 - 29,000; Part time

Job summary

WELL Health Technologies Corp. is seeking a Medical Office Assistant (MOA) to support appointment management, patient records, and billing. The role emphasizes courteous patient care, accuracy, and collaboration across physicians within a fast-paced clinic environment.

As Canada’s largest outpatient clinic network, WELL offers a technology-enabled platform and diverse services. This position requires daytime, part-time availability in Metro Vancouver and surrounding regions.

Qualifications

• Strong interpersonal and communication skills essential in patient interactions.
• Ability to manage appointments, records, and billing tasks accurately.
• Collaborative team member capable of supporting multiple physicians as needed.

Responsibilities

• Provide courteous direct patient care and explain procedures as directed by physician or clinic manager.
• Answer phone calls and respond to correspondence promptly.
• Prepare and manage letters, appointment confirmations, pharmacy communications, and lab materials.
• Track and complete tasks using software and notes with timely follow-up.
• Handle billing and insurance documentation ensuring accuracy and compliance.
• Transition paper records to digital formats via data entry and updates to patient records.
• Foster a positive work environment and provide coverage at various desks and stations as needed.
• Perform other duties as assigned.

Skills

Emotional intelligence

Results oriented

Integrity

Teamwork

Proactive

Interpersonal communication

Customer service

Attention to detail

Tools

Oscar EMR

Ocean MD

Microsoft 365

Job description

Position Title: Medical Office Assistant (MOA)

Hourly Pay range: $19 - $21/hr.

Job Class: Part Time (Monday to Friday, daytime hours)

About the Company:

WELL Health Technologies Corp. (TSX: WELL) is an innovative, technology-enabled healthcare company committed to improving health outcomes by integrating advanced technologies into everyday care. Through the power of digital tools and automation, WELL empowers healthcare providers to deliver exceptional care, enabling patients to take a more active role in managing their health.

WELL has developed a comprehensive practitioner enablement platform that provides end-to-end practice management tools, including virtual care, digital patient engagement, Electronic Medical Records (EMR), Revenue Cycle Management (RCM), and data protection services. This platform supports healthcare practitioners both within and beyond WELL's omni-channel patient services network.

As Canada's largest network of outpatient medical clinics, WELL operates over 180 locations nationwide, offering both primary and specialized care. Its telehealth division also delivers a leading, multinational, multidisciplinary virtual care service.

For more information about our company, please visit: well.company, wellclinics.ca

Position Summary:

Medical Office Assistants (MOAs) provide key administrative support, managing appointments, patient records, and billing tasks. They ensure smooth communication between patients and healthcare professionals, handle scheduling, and assist with referrals. MOAs may also support multiple physicians across various disciplines, ensuring the efficiency of office operations and an exceptional patient experience. Strong organizational, communication, and attention to detail skills are essential for this role.

What you will be doing:

• Provide courteous and effective direct patient care, including check-in and procedural explanations as directed by the physician or clinic manager, while optimizing the use of space and time.
• Answer phone calls and respond to various forms of correspondence in a timely manner.
• Prepare and manage correspondence on behalf of medical professionals and the clinic, including letters, appointment confirmations, pharmacy communications, and lab materials.
• Track and complete tasks assigned by physicians using software, written notes, and verbal communication, ensuring timely follow-up.
• Handle billing and insurance documentation, maintaining accuracy and compliance while ensuring a smooth daily workflow.
• Manage the transportation of tissue and fluid laboratory analysis samples, and schedule patient appointments as needed.
• Order supplies, maintain inventory, and perform administrative tasks related to the standard workflow of the office as required.
• Transition paper records to digital formats through data entry and updating patient records.
• Foster a positive and efficient work environment and provide coverage at various desks and workstations as needed.
• Perform other duties as assigned.

You have:

• Strong emotional intelligence, with the ability to understand and manage interpersonal relationships judiciously and compassionately.
• Results-oriented mindset, operating with urgency and accountability to support clinic growth and patient care.
• High integrity, consistently demonstrating honesty and ethical decision-making in all professional interactions.
• Collaborative and team-oriented spirit, recognizing that success is shared and strengthened through teamwork and mutual support.
• Adaptive and resilient nature, capable of navigating change with composure, identifying challenges, and working proactively toward solutions.
• Caring cultural ambassador, embodying WELL's values and fostering a genuine, positive, and inclusive environment for both patients and colleagues.
• Practical and solution-focused approach, offering sound judgment and thoughtful problem-solving when addressing daily challenges.
• Credible and dependable work ethic, demonstrating consistency and reliability in all levels of responsibility.
• Excellent interpersonal and communication skills, leading interactions with empathy, professionalism, and a good sense of humour.
• Proactive mindset, with a strong willingness to take initiative and work independently when needed.
• Familiarity with healthcare or customer service settings (an asset).
• Proficiency in Oscar EMR, Ocean MD, and Microsoft 365 (an advantage).

The salary for this position falls within a defined range and will be determined based on several factors, including the candidate's experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate.

WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success - this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions.

WELL has been independently certified as a Great Place to Work® by the Great Place to Work Institute® Canada. This recognition reflects our commitment to building a workplace culture rooted in trust, inclusivity, and employee well-being. It also aligns with our Healthy Place to Work pillar and the priorities outlined in our annual Sustainability Impact Report.