Medical Office Assistant

University of British Columbia - Staff; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading university in Canada is seeking a Medical Office Assistant to provide comprehensive clerical and administrative support in a health services setting. Responsibilities include managing patient records, scheduling appointments, and ensuring efficient communication within a diverse environment. The ideal candidate should have completed a Medical Office Assistant program and possess strong customer service skills. This opportunity offers a chance to become part of an inclusive team dedicated to student health and wellbeing.

Qualifications

• High school graduation plus one year of post-secondary education.
• Completion of a Medical or Dental Office Assistant program.
• Three years of related experience or equivalent education and experience.

Responsibilities

• Schedule appointments and manage the reception area.
• Provide administrative support for patient care.
• Handle billing and financial support tasks.

Skills

Customer service

Attention to detail

Ability to manage multiple tasks

Ability to communicate effectively

Education

High school graduation and Medical Office Assistant program

Tools

Electronic medical records

Word processing software

Spreadsheet applications

Job description

Overview

Staff - Union Job Category CUPE 2950; Job Profile CUPE 2950 Salaried - Sec to Medical Prof (Gr6). Job Title: Medical Office Assistant. Department: Clinic Support | Student Health Services | Student Health and Wellbeing | VP Students. Compensation Range: $4,449.00 - $4,676.00 CAD Monthly. Posting End Date: February 18, 2026. Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date: Ongoing. We are recruiting for two (2) positions. This position is subject to the satisfactory completion of relevant background checks.

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

Within the context of a client-centred model of care and in accordance with the vision and values of the VP Students portfolio, the Secretary to Medical Professionals is part of a team providing a full range of clerical services in support of client care. The position performs clerical/reception functions such as scheduling and data entry. Duties range from routine to complex and include maintaining a highly confidential electronic medical record system, correspondence and communication. The Secretary to Medical Professionals receives payments, prepares financial and statistical reports, types and prepares a variety of reports and other materials utilizing computer systems and software relevant to the job. Maintains an inventory of stationery and medical supplies. This position requires good judgment, the ability to work cooperatively in a fast-paced environment, and the ability to respond with tact and sensitivity to a variety of patients while performing all duties with strict confidentiality.

Organizational Status

Works under the direction and reports to the Manager. Takes instructions from physicians and nursing staff.

Work Performed

1. Customer Service
2. Provides efficient seamless and accessible reception service as demonstrated by advertised expectations such as respectful and sensitive responses to a culturally diverse stakeholder population (students, faculty, staff, colleagues, parents, and campus visitors).
3. Demonstrates effective verbal and nonverbal communication (welcoming and warm manner, empathic listening, ability to clarify and assess requests, clear and articulate speech, ability to diffuse through situations involving ill, anxious, or frustrated individuals).
4. Demonstrates effective written communication (clarifies and assesses requests, responds concisely, accurately, and articulately in writing to email inquiries and correspondence).
5. Provides timely service with minimal supervision and effective operation during high‑volume periods.
6. Works collaboratively within a service team to ensure high standards of service provision in accordance with Student Health Service policies.
7. Handles customer service complaints effectively by collaborating with involved parties, negotiating positive outcomes, and determining the urgency of requests; works with the Manager to manage the flow of patients.
8. Schedules appointments for physicians and nurses; communicates with other clinical offices, departments and units to coordinate client appointments and testing.
9. Registers students for appointments and enters data into the electronic medical record system; verifies student registration status and health insurance status using established computerized database systems; assists students in using the electronic medical record system.
10. Receives, scans, imports and transfers diagnostic reports from external laboratories to the clinic medical record system; responds to requests for records and releases information to authorized personnel per standards and procedures; transcribes physician notes, reports and letters.

1. Financial Support
2. Reviews physician and nursing billing and diagnostic code entries for errors and omissions and corrects accordingly.
3. Reviews patient medical forms for completion (Workers Compensation Board of BC, Insurance Companies, 3rd Party Medicals, etc.) and bills accordingly.
4. Processes Medical/Legal requests and bills accordingly; prepares billing claims and transmits claims to Health Insurance Agencies digitally; reconciles, reviews and corrects computerized claims (rejections, adjustments, payless and on hold claims).
5. Prepares and mails invoices for patient and private insurance company accounts; processes receipts for cash, cheques and electronic transactions; prepares cash and cheque deposits; follows up and pursues cost recovery for outstanding accounts.
6. Maintains equipment rental logs and mails invoices on overdue accounts; maintains billing and diagnostic code files for the purpose of patient billing; compiles financial reports using word processing and spreadsheet software; responds to oral and written patient billing inquiries.
7. Performs data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims, etc.); assists the Manager with maintaining, reconciling and reporting financial records; maintains and files purchase requisitions, invoices and supporting documents; prepares invoices to external entities and internal charges for services.

1. Administrative Support
2. Provides a full range of administrative support and duties associated with patient care at Student Health Service; types a variety of materials from draft copies, formats and edits electronic drafts; photocopies and faxes forms and documents; assists with preparation of protocol and procedure manuals.
3. Ensures clinical, reception and waiting room spaces are well maintained; stocks office supplies and information materials; sorts and distributes mail and faxes; maintains photocopiers, printers and video equipment; prepares statistical reports on patient contacts to the clinic; maintains inventory of stationary and medical supplies.
4. Prepares data tapes for the electronic medical record backup system; reviews computer logs and reports discrepancies to the unit Manager; files miscellaneous documents.

1. Communications
2. Screens and responds accurately to in-person, written and oral inquiries; provides referral information for students as appropriate.
3. Provides accurate and clear information to the public, students and the university community regarding health and wellness services and other campus resources; maintains strict confidentiality of student information and medical records.

1. Clinical Support
2. Ensures clinical examination rooms are well maintained; stocks medical and stationary supplies; organizes equipment and rooms for diagnostic procedures and treatments; performs minor diagnostic procedures and testing as requested by physicians or nurses; attends medical examinations on request by physician.
3. Submits requests for medical and stationary supplies to the unit Manager; cleans and sterilizes medical equipment and instruments.

1. General Office Duties
2. Performs other duties as required; this position requires the ability to function in all areas of the department with direct interaction with patients and medical personnel; exposes to various waste materials; tasks are completed under pressure with frequent interruptions.

Consequence of Error/Judgement
All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards may impact access to services, wellbeing of students, and university risk. Errors could result in direct costs, lost opportunities, delays for students and staff, and reputational impact if not handled tactfully.

Supervision Received
Works cooperatively in a team environment under the supervision of the Manager; sets priorities and performs most duties independently, occasionally consulting the Manager for new or complex problems and reports issues to the Manager.

Supervision Given
Works cooperatively with other employees.

Minimum Qualifications

High school graduation, plus one year of post-secondary education, plus completion of a Medical or Dental Office Assistant program (including terminology), plus three years of related experience, or an equivalent combination of education and experience. Willingness to respect diverse perspectives, including perspectives in conflict with one’s own; demonstrates a commitment to equity, diversity, and inclusion.

Preferred Qualifications

Without Medical Office Assistant training, three years of related experience in a medical office or clinic. Medical terminology required. Ability to use word processing, spreadsheet, database, scheduling and email applications at an intermediate level. Proficiency with electronic medical records. Ability to prioritize, organize and work under pressure. Ability to exercise tact and discretion with confidential matters. Demonstrates understanding of confidentiality in the medical workplace. Attention to detail. Ability to compose routine correspondence using clear medical English. Ability to work independently and in a team. Ability to deal with diverse people calmly and effectively. Ability to build rapport and provide service to people under stress and health concerns. Ability to communicate effectively and concisely verbally and in writing. Ability to provide quality service to customers courteously and patiently. Ability to manage multiple tasks in a fast-paced, high-volume clinical area. Ability to perform basic arithmetic including clinic charges, payments, and making change; reconcile daily transactions. Ability to accurately transcribe medical dictation. Familiarity with MSP and other billing procedures.