Medical Office Assistant, Mental Health and Substance Use Services

Fraser Health; Surrey; On-site; CAD 38,000 - 40,000; Full time

Job summary

Fraser Health Authority in Surrey, British Columbia, is seeking a Medical Office Assistant to join an integrated administrative team. You will perform clerical duties, support clinical staff, manage patient bookings, and handle correspondence with confidentiality.

You will type documents, process referrals, schedule appointments, and assist with billing and record-keeping while upholding infection control and patient privacy standards.

Qualifications

• Grade 12, Medical Office Certificate and one year of recent related experience.
• May be required to hold a valid BC Driver’s License and access to a vehicle.
• Strong communication and clerical skills with accuracy and discretion.

Responsibilities

• Provides reception services by operating a multi-line switchboard, answering calls, taking messages, and guiding visitors.
• Assists with client intake, scheduling, referrals, and maintaining waiting lists.
• Types material and prepares informational packages and correspondence.
• Supports clinical staff by escorting clients and maintaining examination rooms and supplies.
• Sterilizes equipment and follows infection control procedures.
• Records data, prints reports, and maintains filing systems with confidentiality.
• Manages mail, FOI requests, meetings, and off-site records as required.
• Coordinates timekeeping, staffing, and office supplies.

Skills

Typing 45 wpm

Medical terminology

General office procedures

Communication skills

Organizational skills

Independent worker

Education

Grade 12

Medical Office Certificate

Job description

Salary The salary range for this position is CAD $27.26 - $29.16 / hour

Detailed Overview

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families, the Medical Office Assistant works as part of an integrated administrative team by performing a variety of medical office assistant and clerical duties including supporting clinical staff in a variety of clinical functions, word processing, scheduling, physician billing, data entry, composing and signing correspondence, typing medical and legal reports and documents from notes and/or recording devices. Answers general and specific inquiries related to programs and services from clients, physicians, staff and the public. Assists physicians and/ or clinicians with the smooth operation and flow for patient/client/resident visits and care.

Responsibilities

1. Provides reception services by performing duties such as operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature, receiving visitors, and determining when an issue or emergent situation requires escalation to the supervisor or to other areas as appropriate.
2. Assists with client intake by performing duties such as receiving referrals, scheduling and confirming client appointments, obtaining client information, completing required documentation in client information systems and maintaining waiting lists, and arranging for transportation as required.
3. Types material such as correspondence, reports, and documents utilizing various word-processing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing handwritten or general instruction and transcribing. Prepares various informational/resource packages by updating content, photocopying and collating packages/brochures for distribution to the patient and/or family. Keeps facility manuals and reference materials current by filing updates, revisions and additions.
4. Provides support in clinical settings by performing duties such as escorting clients to examination rooms, ensuring appropriate instruments, procedures trays or other supplies are set up for physician/clinician; and maintains examination rooms and instruments utilizing principles of aseptic techniques and infection control by following established guidelines.
5. Cleans and sterilizes medical equipment and instruments in accordance with established procedures by performing duties such as preparing and changing solutions, washing and drying instruments, preparing and wrapping instruments and dressings for autoclaving, and operating and cleaning autoclave machines.
6. Under the direction of a physician/ clinician, conducts routine measurements such as weight, urinalysis, and reports results to physician/ clinician.
7. Delivers and disposes of supplies, biologicals, materials, and equipment by performing duties such as packaging and arranging for pickup, delivery and transporting.
8. Collects data from various sources, enters data into computerized systems and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related reports.
9. Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality for a variety of records such as correspondence, reports, minutes, directories, and personnel information by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
10. Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff and maintains related records.
11. Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
12. Arranges meetings/special functions as directed, by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
13. Maintains levels of stationary, office supplies, and resources according to pre-determined levels by placing purchase orders, receiving supplies, checking invoices against orders and goods received, stores and distributes supplies, and contacts suppliers to obtain and/or provide general information.
14. Operates office equipment such as photocopiers, shredders, and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to Supervisor.
15. Assists with timekeeping functions as required, by methods such as gathering hours worked, coding hours into payroll system and forwarding to Payroll upon approval. Reviews verification reports, identifies discrepancies and answers inquiries from staff.
16. Performs general staffing functions as required, such as calling in relief staff from pre-established lists, assisting with the maintenance of staffing schedules and booking of casual staff.
17. Coordinates off-site storage of records and archives by performing duties such as maintaining databases of off-site file storage, completing necessary paperwork, arranging for records to be shipped to off-site storage, and assisting staff with retrieval, filing and purging of files as required.
18. Maintains a petty cash account as required, such as receiving, recording, checking and balancing cash collections, and receiving and issuing receipts in designated areas.
19. Contacts manager or supervisor and informs of building maintenance and repair requirements as required.
20. Performs other related duties as assigned.

Qualifications

Education, Training and Experience

Grade 12, Medical Office Certificate plus one year of recent related experience or an equivalent combination of education training and experience.

May be required to hold valid BC Driver’s License and access to a vehicle.

Skills & Abilities

• Ability to communicate effectively, both verbally and in writing.
• Ability to work independently and in cooperation with others.
• Ability to organize and prioritize.
• Ability to establish and maintain rapport with clients.
• Ability to type 45 wpm.
• Business writing skills.
• Knowledge of general office procedures.
• Knowledge of medical terminology.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.