Medical Office Assistant

Somerset West Community Health Centre; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A community health service provider in Ottawa seeks a Medical Office Assistant to support staff and clients in a dynamic healthcare setting. The role demands strong communication skills in English, with knowledge of French being a plus. Experience in a medical context and proficiency in Electronic Medical Software are crucial. Offered compensation ranges from $22.73 to $27.42 per hour, along with a comprehensive benefits package, to join a team committed to community well-being.

Benefits

Comprehensive compensation package

Time-off entitlements

Health benefits

Life insurance

HOOPP pension plan

Qualifications

• Experience working in a medical setting with diverse clientele.
• Ability to multitask and meet demanding deadlines.
• Understanding of client confidentiality needs.

Responsibilities

• Provide administrative support for SWCHC staff and clients.
• Manage client reception and verify/update client info.
• Handle telephone reception, scheduling, and records management.

Skills

Fluency in English

Communication in French

Proficiency with MS Office

Education

Medical secretary diploma or equivalent experience

Tools

Electronic Medical Software (Practice Solutions)

Job description

Overview

Career Opportunity

Position Title: Medical Office Assistant

Classification: Medical Office Assistant

Job Type: GEN 1FTE (35hs a week)

Department: Supportive Housing & Substance Use Health (SHSUH)

Location: Eccles

Reporting to: Manager, Supportive Housing and Substance Use Health (SHSUH)

Compensation: $22.73/hr - $27.42/hr plus a comprehensive compensation package that includes time-off entitlements, health benefits, life insurance, and participation in the HOOPP pension plan.

Deadline to apply: September 19th, 2025 by 5:00pm

Apply to: https://swchc.bamboohr.com/careers/723

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About us

We are Somerset West Community Health Centre (SWCHC), a non-profit, community-governed organization that serves over 18,000 clients annually. Established in 1978, SWCHC provides a wide range of health care services such as primary health care, health promotion, community development, mental health, and harm reduction. We are deeply connected to the communities we serve and committed to removing barriers to accessing services for people who experience vulnerabilities because of their age, income, ability, sexual orientation or gender identity, and language or culture.

SWCHC strives to ensure that our team reflects the communities we serve. We work within an anti-racist, anti-oppressive framework that acknowledges the existence and impacts of systemic racism and seeks to ensure that systems are fair and equitable for everyone.

What the HART Hub Entails

The Somerset West Community Health Centre (SWCHC) is excited to announce the launch of the 24/7 Homelessness and Addiction Recovery Treatment (HART) HUB, a transformative initiative designed to provide integrated support to people experiencing complex health and social issues related to substance use and addictions: and aims to connect people who are experiencing homelessness or are at risk of losing their housing and/or people who have mental health, to treatment and preventative services, while addressing basic needs such as food, clothing and showers within the SHSUH program.

We are seeking passionate, dedicated individuals to join our dynamic team and contribute to meaningful change in the community.

Join us at SWCHC’s HART HUB - SHSUH and become part of a dedicated team that is making a difference by providing integrated, person-centered care that empowers individuals and fosters lasting change.

What You’ll Do

Reporting to the Manager of SHSUH, Medical Office Assistants, or MOAs, are an important part of the medical office environment. Their medical, clerical and communication skills are often relied upon to keep the office functioning at its best. The MOA alongside the Administrative Coordinator is responsible for providing administrative support to SWCHC staff and clients while facilitating access to programs and services of the HART hub.

The ideal candidate will have experience working with people who use substances and who are precariously housed.

What We’re Looking For

• Education — Medical secretary diploma or equivalent experience
• Required Language — Fluency in English, both oral and written; ability to communicate in French (oral and written) is an asset; ability to communicate in a third language is an asset
• Life and Work Experience — Previous experience working in a medical setting with diverse multicultural socioeconomic and mentally disabled clients; proficiency with MS Office; knowledge of Electronic Medical Software (Practice Solutions preferred); knowledge of non-profit organizations

What You Bring to the Table

• Ability to work well in a multi-disciplinary setting
• Proficiency in the use of computers and various software applications
• Sensitivity to the needs of low-income families, newcomers, young parents, people with concurrent disorders and mental illness, diverse culture, and different belief systems
• Ability to multitask and meet demanding deadlines
• Be helpful, respectful, approachable, and team-oriented, building strong working relationships and a positive work environment
• Adapt to changing work environment
• Understand the need for and maintain client confidentiality

Your Day-to-Day at a Glance

Participates in Team/Centre Activities as Required

• Attends team and staff meetings
• Participates in team and Centre special events
• Contributes to the development and implementation of the Centre’s policies and procedures and strategic plan
• Maintains awareness of Centre/Ministry requirements by networking with the employees of other Community Health Centre’s
• Maintains up-to-date professional skills through formal training
• Complies with all mandated legal/regulatory requirements related to working in the Centre, i.e., Occupational Health and Safety (includes Infection Prevention and Control practices), Standards of Professional Conduct, etc.

Client Reception

• Greets visitors and clients
• Determines clients’ needs and directs them appropriately
• Verifies and updates client information in the Electronic Medical Record (EMR)
• Checks client into the EMR schedule or offers the kiosk or tablet for client self-check-in
• Schedules appointments, in person or virtual (phone or video)
• Registers new clients
• Uploads/scans forms to clients EMR
• Monitors waiting room ensuring tidiness and maintaining order
• Arrange external Cultural Interpretation (CI) Services as required
• Follows Infection Prevention and Control practices related to routine practices and additional precautions

Telephone Reception

• Answers, screen and transfers incoming calls
• Records telephone message in EMR and sends to appropriate staff member
• Schedules appointments
• Maintains a current telephone message board
• Scan incoming mail
• Uploads documents into EMR

Records Management

• Prepares charts, when required, for the next day’s appointments ensuring all the necessary forms and labels are included
• Assists with Provider tasks, i.e., faxing prescriptions, scanning documents, calling clients for pick up

Referrals

• Processes external referral appointments through the EMR (includes e-referrals)
• Reconciles referrals on a regular basis (i.e., every 3 months)
• Ensures clients are aware of their appointments when needed
• Uploads documents to the EMR
• Requests consult notes, test results and other client’s information from hospitals and specialists’ offices
• Maintains the EMR directory or address book
• Prepares and sends transfer of health care information as requested and records password in the client’s EMR

Walk-In: Primary Care, Social Services and Counselling

• Greets visitors and clients, determines their needs, and directs them accordingly
• Verifies and updates client information in EMR
• Schedules appointments in EMR (Penelope for Counselling walk-in)
• Works closely with the Nurse Practitioner in Walk In to ensure optimal functioning of the walk-in clinic
• Liaises between Social Services and PHC staff on issues of shared interest/concern

Shared Among Team

• Review the MOA daily action tracker for the division of daily task assignments
• Lead morning team huddles providing staffing updates, room usage, etc.
• Maintains and updates the staff and room utilization board
• Check EMR messages in-box regularly throughout the shift
• Scans documents as required
• Upload documents into EMR
• Assist with reception as required
• Respond to urgent requests from Providers
• Manages use of secure messaging/email communications with clients
• Notify clients of cancellations
• Complete appointment reminder calls for providers across the practice
• Fax documents as required
• Verifies and updates client information in EMR
• Ensures client confidentiality is maintained at all times
• Report client feedback to Manager of PHC
• Updates clients’ enrollment status on a regular basis (i.e., clients not seen in 3 years)

Ready to Apply?

Take your career to the next level! Submit a cover letter and your resume by 5:00pm on September 19th, 2025 to: https://swchc.bamboohr.com/careers/723

Somerset West Community Health Centre is an equal opportunity employer who values the diversity of individuals in our programs and services. We welcome and encourage applications from Indigenous, Black and racialized communities, Two-Spirit, nonbinary, LGBTQ+ people; people with disabilities; and members of other equity seeking groups. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them. Due to the high volume of applicants, we can neither confirm receipt of nor respond to inquiries regarding your application. Only candidates selected for an interview will be contacted.