MOA - Medical Office Administrator

True Care Fertility; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

True Care Fertility is seeking a Medical Office Administrator to manage daily clinic operations, promote services, and expand the client base. As the front-face of the clinic, you will support the team and maintain a welcoming environment.

The MOA will handle scheduling, billing, and patient records, ensuring privacy and accuracy while coordinating with physicians and staff in a busy fertility setting. Ottawa-area candidates are preferred.

Qualifications

• Formal education in medical administration or healthcare management required.
• Minimum 3 years of experience as a Medical Office Administrator.
• Strong understanding of medical terminology and patient privacy regulations.

Responsibilities

• Consult with physicians regarding scheduling and appointments.
• Participate in team-building and departmental goal setting.
• Work independently with minimal supervision.
• Maintain up-to-date patient records in the EMR system including results.
• Handle administrative tasks such as faxing, copying, scanning, and deliveries.
• Administer patient billing, collect overdue payments, and issue receipts.
• Ensure confidentiality of all patient information in line with standards.
• Perform other duties as assigned.

Skills

Medical terminology

Documentation accuracy

Computer literacy

Communication

Patient service

Privacy compliance

Education

Associate’s Degree in Medical Office Administration

Bachelor’s Degree in Healthcare Management

Vocational training or medical certification (preferred)

Tools

EMR systems

Microsoft Office

Job description

Role Summary

The Medical Office Administrator (MOA) will be involved in all aspects of administering the daily operations of True Care Fertility, promoting the clinic's diverse services, and expanding its client base. As the front-face of our clinic, the MOA plays a critical role in supporting the team and maintaining a professional and welcoming environment.

Role Responsibilities

• Consult with physicians as needed regarding scheduling and booking appointments
• Actively participate in team-building initiatives and development of departmental goals
• Work independently with minimal supervision
• Maintain up-to-date patient records in the EMR system, including scanning and organizing test results and other documents
• Handle administrative tasks such as sending/receiving faxes, making photocopies, scanning documents, and accepting deliveries
• Administer patient billing, collect overdue payments, and issue receipts
• Ensure confidentiality of all patient information in accordance with regulatory standards
• Perform other duties as assigned

Qualifications

• Formal Education or Equivalent:
• Associate’s Degree in Medical Office Administration, or a Bachelor’s Degree in Healthcare Management or another relevant field
• Additional vocational training or certification in a medical field is preferred
• Years of Experience:
• Minimum 3 years of experience as a Medical Office Administrator

Competencies

• Proficient understanding of medical terminology, including common conditions, procedures, and abbreviations
• Keen attention to detail when recording patient information, managing medical records, and processing billing
• Competence in basic computer applications such as word processing and spreadsheets
• Excellent verbal and written communication skills for interacting with patients, healthcare professionals, and team members
• Strong customer service orientation to ensure a compassionate patient experience
• Knowledge of and adherence to patient privacy regulations (e.g., HIPAA) and ethical guidelines

Specialized Skills, Knowledge, or Certifications Unique to This Role

• Familiarity with medical terminology specific to fertility care
• Proficiency in promoting the clinic's diverse services and helping to expand the client base
• Experience using EMR systems specific to fertility clinics
• Ability to manage appointment scheduling across multiple services, including ultrasounds, lab tests, and consultations
• Commitment to patient privacy and compliance with HIPAA or equivalent standards