Medical Office Assistant

Allianceon; Mississauga; On-site; CAD 42,000 - 50,000; Full time

Benefits offered by this job

Extended health and dental

HOOPP pension

Employee Assistance Program

Paid time off

Job summary

LAMP Community Health Centre is seeking a Medical Office Assistant to provide front-line reception and administrative support within the Primary Health Care team. The MOA will manage client intake, appointment coordination, and documentation in the EMR while upholding privacy and equity in service delivery.

Under PHIPA guidelines, the MOA will ensure accurate records, coordinate referrals, and support translations if needed, contributing to efficient patient flow and high-quality community care.

Qualifications

• Minimum two years of recent experience in a primary care, medical office, community health or health care setting.
• Excellent interpersonal and communication skills for a diverse team.
• Commitment to client-centred service, health equity and accessibility.

Responsibilities

• Welcoming, respectful reception and administrative support to clients, families, providers and partners.
• Primary contact for clinical care clients by phone, in person, and electronic communication.
• Schedule, confirm, cancel and reschedule appointments using the EMR and coordinate across providers.
• Manage client flow including check-in/check-out, reminders, and changes.
• Maintain accurate client demographics, consent forms and health information in the EMR.
• Process faxes, documents, and ensure proper routing and filing in the EMR.
• Coordinate records transfers and health information requests with proper authorization.
• Support referrals and follow-ups to facilitate access to services.
• Protect privacy and confidentiality per PHIPA and organizational policies.

Skills

Reception

Appointment scheduling

EMR knowledge

Communication

Privacy compliance

Education

Medical Office Administration Diploma

Tools

EMR software

Job description

Compensation Amount / Range

$41,926-$50,191 per year ($23.03-$27.57 per hour)

Existing Vacancy

Yes No

Is Artificial Intelligence used for screening or assessment of candidates

Yes No

LAMP Community Health Centre is a multi-service, community based charitable organization that provides a wide range of programs and services to improve a person's health. LAMP uses a co-ordinated approach to connect people to medical services and other programs that build personal resources. By providing services that improve physical, emotional, social and economic well-being, people can better control their health and environment.

Our organization is grounded in principles of health equity, and we are committed to delivering services and programs through an anti-racism, anti-oppression lens. We strive to create a healthier community by putting people first and addressing systematic barriers to care.

At the heart of our work is an interdisciplinary approach that delivers holistic, community-based care – with a strong focus on individuals who experience barriers to accessing health services. Our team is deeply committed to inclusivity and works within the social determinants of health framework, emphasizing prevention, health promotion, and client education.

Under the direct leadership of the Manager and working as part of the Primary Health Care (PHC) team, the Medical Office Assistant (MOA) provides reception and administrative support to the Primary Health Care (PHC) program.

The MOA is the common link between the client and the provider. They display courteous and caring mannerisms while registering clients, managing the appointment schedule and referrals, and are involved in administrative aspects of the program.

Whether you are early in your career or looking to deepen your practice, working within LAMP CHC which offers a wide range of programs, creates the opportunity to grow, and diversity your professional experience.

Primary Responsibilities:

• Provides welcoming, respectful and client-centered reception and administrative support to clients, families, providers and community partners.
• Serves as primary point of contact for clinical care clients by telephone, in person and through electronic communication; responds to inquires and directs clinical questions to the appropriate provider.
• Schedules, confirms, cancels and reschedules appointments using the Electronic Medical Record (EMR), including coordination of appointments across providers and specialists both internally and externally, coordination of house calls/arrangements with the support worker/family member, etc. if needed, arranging translation or interpretation services, and confirmation/reminder calls prior to appointments as required.
• Responsible for supporting client flow, including registration, check-in/check-out, appointment reminders and communication regarding changes or delays.
• Maintains accurate client demographics, contact, consent, authorization forms and health information within the EMR and updates information as required.
• Processes paper and electronic incoming and outgoing faxes, correspondence and clinical documentation, ensuring information is accurately routed, scanned, faxed, uploaded, forwarded for sign off and filed within the EMR or other staff/provider mailboxes accordingly.
• Coordinates client pick-up of documents, forms or other materials, records transfers to third parties and requests for health information, including preparation, tracking, secure transmissions, ensuring appropriate identification and authorization when required and in accordance with PHIPA and organizational procedures.
• Supports both internal and external referrals and follow up of administrative information required to facilitate client access to services, including scheduling and requesting results and consultation reports as directed.
• Protects the privacy and confidentiality of client information and complies with PHIPA, organizational policies and information-security requirements.

Medical Office Administration Diploma from a recognized institution or equivalent education and experience may be considered.

• Minimum two years of recent experience in a primary care, medical office, community health or health care setting.
• Understand privacy legislation and requirements, medical and health care systems and support programs, available for vulnerable populations.
• Demonstrated experience with reception, appointment scheduling within an EMR, records management and administrative support in a busy clinical or intradisciplinary environment.
• Excellent interpersonal skills necessary to work collaboratively within a team and effectively across all levels of the organization’s diverse workforce.
• Excellent communication skills, both verbal and written, with the ability to clearly convey information and ideas.
• Commitment to client-centred service, health equity, accessibility, inclusion and culturally responsive care.
• Great attention to detail with the ability to work under pressure, account for results, manage competing priorities, interruptions and sensitive information with accuracy and discretion while maintaining a positive attitude.
• Open minded, eager and willing to constantly learn and improve oneself.
• Knowledge of LAMP Community Health Centre (CHC) and the South Etobicoke, East Mississauga regions, as well as a second language that is reflective of the community being served are all preferable assets.

For qualifying full-time and part-time employees and pro-rated to full time equivalent:

• Extended health and dental: coverage for prescription drugs, vision, health practitioners and more
• Group life insurance
• Employee Assistance Program (EAP): free, confidential support
• Healthcare discounts via Altum Health for services like massage therapy and physiotherapy
• Free access to Calm (meditation, sleep stories, self-care tools) and employee engagement platform Motivosity
• 4 weeks of vacation to start plus paid sick days
• 11 paid statutory and organizational holidays
• Pension: membership in the Healthcare of Ontario Pension Plan (HOOPP)

Growth, Purpose & Community Impact

• Paid orientation, ongoing training, and professional development opportunities
• On-site and e-learning, plus access to course fee support
• Opportunities to serve diverse communities through inclusive, client-centered care
• Collaborative work environment focused on innovation and continuous improvement
• Active involvement in internal/external committees and community partnerships
• A workplace committed to equity, diversity, and removing barriers to accessibility

LAMP Community Health Centre is dedicated to achieving a workforce that reflects the diversity of the community it serves and encourages applications from equity seeking groups. Requests for accommodation due to disability can be made at any stage in the recruitment process.