Medical Office Assistant

Pqchc; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

An innovative community-based health center is seeking a dedicated Medical Office Assistant to provide essential reception and administrative support. In this role, you will be the first point of contact for clients, ensuring a welcoming environment while managing appointments and client records through an Electronic Medical Record system. Your organizational skills will help maintain clinic operations, and your ability to work with diverse populations will enhance the care provided to the community. Join a team that values diversity and is committed to making a positive impact on the health of the community.

Qualifications

• Secondary school diploma and medical secretarial training required.
• Experience with Electronic Health Record systems is essential.
• Two to three years of medical reception experience preferred.

Responsibilities

• Provide medical reception and administrative support for clinics.
• Manage client information and appointment scheduling via EMR.
• Ensure cleanliness and organization of the clinic area.

Skills

Medical Reception

Electronic Health Record Systems

Data Entry

Client Interaction

Administrative Support

Education

Secondary School Diploma

Medical Secretarial Training

Tools

EMR (Electronic Medical Records)

Job description

1365 Richmond Rd, Ottawa, ON K2B 6X6, Canada ● 4100 Strandherd Dr, Ottawa, ON K2J 0V2, Canada Req #252

Friday, May 2, 2025

Position Title: Medical Office Assistant

Department: Integrated Health Services

Reports to: Primary Care Coordinator

Type: On-call

Pay Scale: $22.397/hr to $26.351/hr

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service centre. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who face barriers to care due to race, gender, income, and/or ability. PQCHC is an equal opportunity employer and values diversity in its workforce. If you require accommodation during the selection process due to a disability, please inform us of your needs.

Job Summary:

Provides medical reception, administrative support, and records management services for the PQCHC clinics and teams.

Job Specific Responsibilities:

Direct Client Service

• Greets clients in a welcoming, patient, non-judgmental manner, and screens appropriately for infection prevention and control.
• Registers and checks clients into the EMR schedule.
• Schedules in-person, phone, or virtual appointments with clients and interpreters via EMR, and ensures clients are aware of their appointments.
• Notifies clients of cancellations or changes, and rebooks as needed.
• Answers clinic phone calls: provides information, records messages in EMR, and redirects calls, including triage calls to Registered Nurses.

Administrative & Records Management

• Creates, verifies, and updates client information in the EMR.
• Processes incoming mail and faxes, uploading and directing documents via EMR.
• Handles requests for transfer of medical records, prepares and sends healthcare information, and manages passwords in EMR.
• Processes third-party billing following OMA guidelines.
• Checks and processes EMR MOA message inbox regularly.
• Responds to urgent requests from providers, assisting with faxing, scanning prescriptions, and calling clients for pickup.
• Scans and uploads documents into EMR as needed.
• Utilizes secure messaging systems with clients.
• Processes referrals through EMR, including internal, external, and e-referrals.
• Requests consult notes, test results, and other client information from hospitals and specialists.
• Updates the EMR address book.
• Orders and maintains clinic supplies inventory, consulting with an RN as necessary.
• Ensures exam rooms are clean, tidy, and well-stocked, with attention to cleanliness per clinic guidelines.
• Reprocesses equipment following infection control best practices.
• Performs all other procedures listed in Policies and Procedures Manual.

Teamwork and Collaboration

• Attends clinic and staff meetings as requested.
• Provides health promotion activities as appropriate.
• Supports training and onboarding of new Medical Office Assistants.

Other

• Maintains client confidentiality at all times.
• Performs opening and closing procedures of the clinic area.
• Ensures cleanliness and organization of the clinic area.
• Works flexible hours, including evenings, at both locations.
• Follows infection prevention and control practices.
• Performs other duties as assigned.

Qualifications

• Secondary school diploma and medical secretarial training.
• Experience with Electronic Health Record systems.
• Proficiency in typing and word processing; data entry experience is desirable.
• Two to three years of medical reception and/or records management experience in a clinical setting.
• Experience interacting professionally with the public.
• Experience working with diverse populations.