Medical Office Assistant, Gateway Team-Based Care Teaching Clinic

ubc; Vancouver; On-site; CAD 50,000 - 52,000; Full time

Job summary

The Medical Office Assistant (MOA) at UBC's Gateway Team-Based Care Teaching Clinic works within an interdisciplinary team to provide clinical and administrative support for patient care. Responsibilities include preparing exam rooms, coordinating patient flow, maintaining the electronic medical record, and communicating with patients, caregivers, learners, faculty and staff.

Reporting to the Clinic Manager, the MOA collaborates with the Gateway teaching clinic and partners across UBC and

Responsibilities

• Coordinating patient care throughout the clinic, including arriving patients, escorting patients, preparing and turning over exam rooms.
• Providing timely service with minimal supervision and working effectively during high-volume periods while maintaining a patient-first approach.
• In the absence of the Clinic Receptionist, or to support reception workflows, monitors and responds to patient messages and calls; provides appropriate information and assistance; and redirects inquiries in accordance with clinic protocols.
• Directing patients to appropriate team members as guided by clinic protocols or in consultation with the patient's care team.
• Empathetically listening to patients' concerns and communicating these to relevant team members with the patient's consent.
• Performing basic patient assessments as requested and documenting in the electronic medical record.
• Completing tasks requested by care team members for patient care, including calls, messages, and forms.
• Performing and recording results for point-of-care laboratory tests conducted in the clinic.
• Working with chronic disease management protocols.
• Faxing prescription renewals according clinic protocols
• Maintaining strict confidentiality of patient information and medical records.
• Responding accurately, respectfully, with humility, and in a timely manner to inquiries from a diverse population.
• Ensuring clinical examination rooms are well maintained and stocked with required medical supplies.
• Identifying opportunities for and working with Gateway team members to improve team-based care education, practice, and operations
• Utilizing conflict resolution and de-escalation strategies as needed.
• Escalating urgent requests for services according t

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Clinic Secretary/Clerk (Gr6)

Job Title

Medical Office Assistant, Gateway Team-Based Care Teaching Clinic

Department

Gateway Clinic Operations | School of Nursing | Faculty of Applied Science

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

September 16, 2026

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

Job End Date

March 31, 2028

Compliance

This position is subject to the satisfactory completion of required background checks

Equity, Diversity, Inclusion

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

The Medical Office Assistant (MOA) works as part of an interdisciplinary team providing a full range of clinical and administrative functions in support of patient care. The position performs extensive clerical medical office duties that are essential to the efficiency and function of the Gateway teaching clinic. Duties range from routine to complex and include basic patient assessments, preparing for procedures or patient visits, maintaining a highly confidential electronic medical record system, correspondence and communication with patients, caregivers, learners, faculty and staff.

This position will be directly reporting to the Clinic Manager. The incumbent works in close collaboration with other members of the Gateway teaching clinic and a wide range of partners internal and external to UBC, including individual patients, caregivers (which may also include trusted individuals within the patient's support network), and non-profit organizations across the Lower Mainland and throughout BC.

Organizational Status

UBC's School of Nursing (SoN), Faculty of Applied Science, is the administrative unit of the Gateway teaching clinic. As the oldest university-based nursing program in Canada, the School of Nursing offers a full range of innovative programs and holds an international reputation for excellence in research and scholarship. The SoN values health equity, social justice, and community engagement, aligning with the clinic's mission to improve healthcare delivery through collaborative education and practice.

UBC Health is in the process of establishing a centre for innovation in collaborative health education and team-based care. The goal is to create a first-of-its-kind provincial centre, providing an opportunity for students, educators, healthcare professionals, researchers, and patients to work together to improve the quality of healthcare delivery through innovations in interprofessional learning, teamwork, and research. A core component of the centre will be a new, purpose-built team-based care teaching clinic in the Gateway South building on the UBC Vancouver Point Grey campus, aiming to support approximately 4,500 patients through team-based longitudinal primary care.

Work Performed

• Coordinating patient care throughout the clinic, including arriving patients, escorting patients, preparing and turning over exam rooms.
• Providing timely service with minimal supervision and working effectively during high-volume periods while maintaining a patient-first approach.
• In the absence of the Clinic Receptionist, or to support reception workflows, monitors and responds to patient messages and calls; provides appropriate information and assistance; and redirects inquiries in accordance with clinic protocols.
• Directing patients to appropriate team members as guided by clinic protocols or in consultation with the patient's care team.
• Empathetically listening to patients' concerns and communicating these to relevant team members with the patient's consent.
• Performing basic patient assessments as requested and documenting in the electronic medical record.
• Completing tasks requested by care team members for patient care, including calls, messages, and forms.
• Performing and recording results for point-of-care laboratory tests conducted in the clinic.
• Working with chronic disease management protocols.
• Faxing prescription renewals according clinic protocols
• Maintaining strict confidentiality of patient information and medical records.
• Responding accurately, respectfully, with humility, and in a timely manner to inquiries from a diverse population.
• Ensuring clinical examination rooms are well maintained and stocked with required medical supplies.
• Identifying opportunities for and working with Gateway team members to improve team-based care education, practice, and operations
• Utilizing conflict resolution and de-escalation strategies as needed.
• Escalating urgent requests for services according t