Medical Office Assistant/Receptionist

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

Job summary

A healthcare organization in Victoria is seeking a Reception & Accounting Coordinator to provide exceptional customer service and manage accounting tasks. The ideal candidate has a Grade 12 diploma and at least two years of relevant experience. Key responsibilities include patient interaction, payment processing, and general administrative support. This full-time position offers a starting pay of $24.50 per hour and various benefits, including dental care and tuition reimbursement.

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

Qualifications

• Minimum of two years of related experience.
• Previous experience in a medical office is an asset.
• Previous accounting experience is an asset.

Responsibilities

• Greet and check-in patients as they enter the clinic.
• Respond to patient queries in person, email, and phone.
• Process patient payments and prepare invoices.

Skills

Professional, polite, friendly demeanor

Proficiency with MS Office

Ability to communicate effectively

Ability to work independently

Organizational skills

Education

Grade 12 graduation

Job description

Overview

Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:

Reporting to the Clinic Manager, the Reception & Accounting Coordinator is pivotal to the organization – this being the first voice and experience our patients encounter. You will be responsible for delivering the highest level of customer service to Olive patients. This full-time position requires a motivated, energetic, self- directing individual able to work in a busy, professional, multi-tasking environment. You are required to provide exceptional patient centered care in a friendly, calm, personable manner, and be able to work accurately and efficiently while interacting effectively and in a supportive manner to all Olive’s diverse patients.

Key Areas of Involvement Include

Reception

• Greet and check-in patients as they enter the clinic.
• Take webcam photos of all new patients and ensure they are accurately set up in the patient’s demographics folder in the company Electronic Medical Records program.
• Answer and triage all incoming calls with a pleasant, accommodating, and professional demeanour.
• Provide referral and clinic facility information to callers ensuring correct information is imparted in a professional, caring manner.
• Arrange courier service for pickups.
• Accept and confirm delivered packages; including verifying all supplies are present and notifying the Finance Department of any missing items.
• Medi-tran courier; keeping accurate records of items sent.
• Retrieve all overflow voice message calls.
• Monitor corporate coffee machine – call in for servicing as needed.
• Appointment confirmations (No chart prep)
• Tracking down reports and test results and scanning into charts as needed
• Obtaining male partner PHN when needed
• After consultation requisition uploading
• Scanning all paper reports/results/consents for Victoria patients
• Scanning and updating status for Electronic Communication Consents
• Document management Chart transfers, Prenatal Referrals – Victoria Patients
• Other duties as required.

Accounting

• Interact with patients daily.
• Respond to patient queries in person, email, and phone.
• Perform patient financial orientations.
• Process patient payments in accounting system and using POS.
• Process payments at Reception & Pharmacy
• Prepare invoices for services and prescriptions.
• Assist with collections.
• Assist with preparation of day sheets/daily revenue collections and outstanding invoices.
• Liaison with other staff members
• Communicate and coordinate with Olive accounting department.
• Other duties as required.

Qualifications

Education, Training and Experience

· Grade 12 graduation.

· Minimum of two (2) years of related experience.

· Previous experience working in a medical office is an asset.

· Previous accounting experience is an asset.

Skills and Abilities

· Ability to work quickly and accurately in all areas of responsibility.

· Professional, polite, friendly demeanour and ability to put patients at ease.

· Proficiency with MS Office

· Ability to communicate effectively both verbally and in writing.

· Ability to work independently and as a member of a multi-disciplinary team.

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· Demonstrated ability to organize, multitask, work in an environment subject to changing deadlines, stress, and interruptions.

· Acute awareness of confidentiality and the need to keep all patients and personnel based discussions to areas away from patients.

· Physical ability to perform the duties of the position.

· Punctual – ready and physically performing required tasks at the start of each shift.

Job Types: Full-time, Permanent

Pay: From $24.50 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: 1 year (preferred)
• Reception: 2 years (preferred)

Work Location: In person