Medical Office Assistant

ubc; Vancouver; On-site; CAD 37,000 - 39,000; Full time

Benefits offered by this job

Job summary

UBC Sport and Exercise Medicine Clinic located at UBC Vancouver's Point Grey Campus is seeking a Medical Office Assistant (MOA). This role provides front- and back-office support to physicians and staff, manages the EMR, handles confidential records, scheduling, billing and patient communications in a fast-paced clinical environment.

Initially four days per week with potential to move to full-time after training, success will depend on organizational skills, attention to detail, and teamwork

Responsibilities

• Provides support for healthcare providers (primarily physicians).
• Maintains confidential electronic medical records and paperwork.
• Interacts with department faculty and staff; supports doctors and residents as needed.
• Performs scheduling, billing, and general administrative tasks.

Job description

Staff - Union

Job Category: CUPE 2950

Job Profile: CUPE 2950 Hourly - Clinic Receptionist (Gr3)

Job Title: Medical Office Assistant

Department: Sport and Exercise Medicine | Department of Family Practice | Faculty of Medicine

Compensation Range: $27.68 - $28.39 CAD Hourly

Posting End Date: August 25, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date: Ongoing

NOTE: Hours are expected to start out as 4 days/week with the possibility of full-time after a training period has completed.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

MOA role:

Provides support for healthcare providers (primarily physicians). Duties range from routine to complex and include maintaining a highly confidential electronic medical record system, correspondence, and communication. Provides basic computer and medical technology troubleshooting. Interacts with department faculty and staff as well as providing relief for other MOAs. This position requires good judgment, the ability to work cooperatively in a fast-paced environment, and knowledge of the operations of the clinic and its policies and procedures.

Physician and resident availability can change the schedule on a daily/weekly basis. The MOA must be able to reorganize physicians and keep the physicians and staff informed of the rapid changes.

Administrative role:

Provides a full range of in-person medical/administrative support to the UBC Sport and Exercise Medicine Clinic located at UBC Vancouver's Point Grey Campus.

Maintains confidential paper records as well as highly sensitive electronic medical records. Informs patients and provides pre and post-treatment care, as directed by the healthcare provider.

Organizational Status

Reports to both the Clinic Supervisor and Senior Manager. Interacts, and shares information, with the Senior Manager as well as provides support to the doctors, physiotherapists, residents, and fellows, etc. Hours for the position will be set based on the operational needs of the business and can change depending on the practitioners' schedule. This position supports the clinic and IMS programs as needed due to the practitioner overlap. Our team is centered around a shared responsibility model where all members are expected to share the workload of various tasks as assigned by Management.

Work Performed

Clinical/Clerical

• Processes a high volume medical of documents (inbound and outbound) within the EMR system. This includes classifying and coding electronic and hardcopy files.
• Provides timely customer service, with minimal supervision, and works effectively during high-volume periods.
• Uses Input Health system to book appointments or prepare reports, invoices, letters, and medical records.
• Answers phones and responds to a high volume of calls and voicemails.
• Escorts patients in and out of examining rooms, cleans the room between patients and sets up simple trays for procedures done in the office. When appropriate support the doctors as needed with procedures (minimally requested).
• Reviews and submits patient medical forms to completion (Workers Compensation Board of BC, Insurance Companies, 3rd Party Medicals, etc., and bills accordingly).
• Ensures medical supplies and injectables are well-stocked and completes inventory. Informs the Senior Manager or Advisory Board when the supplies are low.
• Ensures diagnostic reports from external laboratories are received, scanned, and imported to the clinic's medical record system.
• Responds to requests for records and information, releasing information to authorized personnel by established standards, guidelines, and procedures.
• Provides patients with information handouts and pre and post-care procedures information, as directed by the doctors.
• Completes daily transactions (multiple payment methods). This includes: Producing invoices & reconciling accounts for patients, completing the closing cash-out procedures to support reconciliation, and the follow-up and cost recovery of outstanding accounts.
• Supports management with clinic scheduling by updating various calendars / EMR's as instructed using Excel.
• Stays up to date with technology updates for the EMR and medical devices.
• Provides basic troubleshooting on the ultrasound and computers used by doctors.
• Screens and responds accurately and appropriately to a variety of in-person, written, and oral inquiries of an interpretive nature and provides referral information for patients, as appropriate.
• Provides backup when the other MOA staff is on vacation or short-term sick leave.

Billing

• Assists supervisor regarding billing as needed.
• Prepares and processes billings and pay