Medical Office Assistant (Clinical)

Olive Fertility Centre; Victoria; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading fertility center in Victoria is looking for a skilled Clinical Office Assistant to enhance patient experiences and support clinic operations. This role demands 5 years of experience in a medical setting and effective communication skills. Responsibilities include handling patient communications, coordinating appointments, and managing administrative tasks. If you possess a Medical Office Assistant certificate and have a proactive attitude, this full-time position offers competitive pay and benefits.

Benefits

Dental care

Disability insurance

Employee assistance program

Extended health care

Life insurance

Paid time off

RRSP match

Tuition reimbursement

Vision care

Wellness program

Qualifications

• 5 years’ work experience in a specialist’s office scheduling appointments.
• Collaboration with healthcare professionals within a medical facility.

Responsibilities

• Receive and manage patient communications efficiently.
• Coordinate patient appointments and required documentation.
• Assist in laboratory and administrative tasks.

Skills

Ability to work quickly and accurately

Ability to anticipate needs

Organizational skills

Effective communication

Proficiency in EMR software

Ability to work independently and in a team

Education

Medical Office Assistant certificate

Graduation from Grade 12

Job description

Clinical Office Assistant

Location: Victoria Clinic, On site

Work Schedule: 7:30am – 3:30pm, 5 days a week, includes weekends and holidays (37.5 hours)

Overview

Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre: Reporting to the Clinic Manager and Laboratory Manager, the Clinical Office Assistant is pivotal to the organization – this role focuses on our patient experience. Your courteous and professional approach to patient centered care is the first interaction our patients have upon arriving at Olive. This full-time position requires a motivated, energetic, self-directing individual able to work in a busy, professional, multi-tasking environment.

Key Areas of Involvement Include

Nursing Office Assistant

• Receive patient phone calls, voicemails, and emails, triaging to appropriate team members.
• Coordinate orientation and treatment pre-requisites and appointments.
• Coordinate missing ID bloodwork (IDBW) required for procedures.
• Manage Third-Party Programs administrative tasks.
• Upload all Third-Party Programs paperwork, including counselling reports and legal letters.
• Igenomix set-up and management: provide patients with information on carrier genetic testing, testing set up, and following up results with nursing team when applicable.
• Health Canada Regulations and Standards paperwork management.
• Invitae set-ups and management.
• Other duties as assigned.

Laboratory Office Assistant

• Utilizing the EMR, email, and fax, ensure patients’ family doctors/urologists receive their andrology results.
• Chart maintenance – ensuring completeness of required tests.
• Coordinate Consent forms and uploading to corresponding charts.
• Confirming the consents for all upcoming procedures have been signed by the patients and completed consents are uploaded into the EMR.
• Arrange all discard consent signing for patients with appropriate staff.
• Liaison with lab staff regarding adding extra andrology testing. Rebook patients if required.
• Book sperm freezes, trial washes, and sperm analysis, including setting up patients into the EMR if not already present.
• Loading requisitions for patient work-up.
• Assist the laboratory with shipping of embryos, eggs, sperm, and embryo biopsy samples.
• Track shipments to ensure safe arrival.
• Confirm paperwork with embryologists and doctor before approving shipment. Ensure all shipping consents are completed and are uploaded into EMR.
• Ensure all infectious disease results have been received – follow up with patients and/or clinic for any missing results.
• Notify lab team of incoming shipments so lab staff are available for packing/unpacking and tracking.
• Other duties as assigned.

Administrative Duties

• Document Management as needed to assist Administration overflow.
• Other duties as assigned.

Qualifications

• Graduation from Grade 12 and completion of Medical Office Assistant certificate program.
• Five years’ work experience in a specialist’s office scheduling multiple types of appointments.
• Five years’ experience working collaboratively with other healthcare professionals within a medical facility.

Skills and Abilities

• Ability to work quickly and accurately in all areas of responsibility.
• Ability to anticipate patients’, nurses’, and physicians’ needs.
• Demonstrated ability to organize and prioritize work in an environment subject to changing deadlines, stress, and interruptions.
• Ability to communicate effectively both verbally and in writing.
• Proven professional, positive attitude in all aspects of work.
• Ability to remain aware of other team members and to adjust workload to assist when required.
• Ability to work independently and as a member of a multi-disciplinary team.
• Broad knowledge of computerized database programs including EMR software.
• Proficient in the use of personal computers and applicable software applications.
• Physical ability to carry out all duties of the position.

Job Types: Full-time, Permanent

Pay: From $25.00 per hour

Benefits

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care
• Wellness program

Ability to commute/relocate:

• Victoria, BC: reliably commute or plan to relocate before starting work (required)

Experience:

• Medical Office Assistant or Nursing Unit Clerk: 5 years (preferred)

Work Location: In person