Medical Office Assistant (MOA)

Role Overview

The Medical Office assistant is a key administrative role within the Provincial Office, working alongside other MOA to support clinic operations across multiple locations. This role ensures smooth communication between clinics, providers, and administrative teams while maintaining efficient supply management and operational processes. It plays a vital part in facilitating patient services, clinic logistics, and overall administrative coordination within the organization. Primary Duties and Responsibilities:

Primary Duties and Responsibilities

Supply & Inventory Management:

• Order contraceptive supplies, medical equipment, stationery, and another clinic supplies as needed.
• Process quarterly and extra supply orders as required by clinics.
• Supply new clinics with start-up supplies and equipment to ensure they are operational.
• Maintain contracts with supply companies and monitor purchase costs for cost efficiency.
• Review purchasing costs annually or as requested and advise the Clinical Services Team on significant changes to contraceptive product pricing.
• Conduct quarterly supply inventory counts and maintain clinic inventory tracking.
• Return expired products for refunds and ensure discontinued items are properly handled.
• Maintain storage room organization, ensuring supplies and containers are properly managed and accessible.
• Maintain teaching kit supplies, including processing orders, maintaining rental kits, and ensuring required items are available for training.
• Collect, compile, and collate clinic statistics and inventory data for reporting and operational planning.

Telehealth Clinic Administration:

• Manage scheduling for Telehealth services, including booking patient appointments and assisting doctors with their schedules.
• Handle Telehealth clinic communication, responding to emails, and coordinating patient follow-ups.
• Ensure timely processing of referrals, forms, medical documentation, lab logs, and lab results maintaining accurate patient records in compliance with privacy regulations.
• Support Telehealth clinicians, ensuring they have the necessary administrative resources to provide virtual care efficiently.
• Assist with billing, reporting, and statistical tracking related to Telehealth services.
• Collect and compile clinic data, including gathering quarterly and yearly clinic statistics.

Provincial Office MOA:

• Manage incoming patient phone calls and emails, responding to inquiries and directing them appropriately.
• Schedule and coordinate appointments for clinics, ensuring timely booking and follow-ups.
• Assist with onboarding and offboarding of clinic staff, ensuring proper system access, and administrative tools.
• Maintain an organized and professional reception area, ensuring supplies are stocked and accessible.
• Coordinate courier services for sample deliveries, package pickups, and supply shipments.
• Assist clinics with closures, including canceling patient appointments and notifying affected patients as needed.
• Update the website accordingly with clinic changes, closures, and scheduling updates.
• Assist with additional administrative duties as assigned to support Clinical operations Manager.

Qualifications

• Medical Office Assistant certificate or equivalent experience
• Highly proficient in Microsoft Word and skilled with MS 365 suite (Outlook, Excel, etc.)
• Knowledge of sexual health medical terminology, medications and supplies
• Proficient in operating office equipment (printer, fax machine, photocopier)
• Experience in sexual and reproductive health an asset
• Experience in finances, accounting, or statistics an asset
• Skills and Abilities
• Non-judgmental and pro-choice
• Attention to detail and strong organizational skills
• Ability to balance multiple demands and responsibilities
• Effective written and verbal communication skills
• Some heavy lifting required
• Ability to multitask under demanding conditions
• Ability to work independently and as part of a team
• Must be legally able to work in Canada