Medical Office Administrator

Job Overview

We are seeking a reliable and detail-oriented Medical Office Assistant to support the daily operations of our pediatric clinic.

Job Posting: Medical Office Assistant

We are seeking a reliable and detail-oriented Medical Office Assistant to join our team. The successful candidate will play a key role in supporting physicians and ensuring smooth daily clinic operations.

Key Responsibilities

Patient Care & Front Desk Duties

Welcome patients and visitors courteously while maintaining a professional, friendly, and organized clinic environment.

Answer, screen, and appropriately route incoming phone calls while providing exceptional customer service.

Coordinate patient scheduling, including booking, confirming, rescheduling, and managing physician appointment calendars to ensure efficient patient flow.

Participate in patient reminder initiatives by making phone calls and sending text or email confirmations for upcoming appointments.

Respond promptly and professionally to patient inquiries received by phone and email.

Process, distribute, and maintain incoming and outgoing faxes, emails, referrals, and other medical correspondence with accuracy and confidentiality.

Liaise with physicians, specialists, healthcare providers, laboratories, pharmacies, insurance companies, and external clinics to support coordinated patient care.

Request and verify patients' health cards, demographic information, and insurance details to ensure accurate, complete, and up-to-date medical records.

Accurately upload, organize, and maintain patient documentation within the electronic medical record (EMR) system, ensuring complete and up-to-date patient charts.

Ensure all documentation is completed accurately and in compliance with clinic policies, procedures, privacy legislation, and confidentiality standards.

Provide administrative support to physicians and clinical staff, maintaining a high level of organization, accuracy, and attention to detail.

Strictly follow office policies, procedures, and established workflows to ensure efficient clinic operations and quality patient care.

Clinical Support

Support physicians during patient visits, including:

Obtaining and recording vital signs

Assisting with patient measurements

Escort patients to examination rooms and assist with patient flow

Perform room turnover, ensuring rooms are cleaned, organized, and fully stocked

Maintain and restock examination rooms with necessary supplies

Inventory & Supplies

Maintain accurate vaccine inventory and records

Request and track vaccines, office supplies, and medical supplies (including laboratory and diagnostic supplies)

Monitor and record refrigerator temperatures daily

Perform routine equipment checks, including changing refrigerator batteries as needed

Operations & Compliance

Open and close the clinic according to established procedures

Follow all office policies and procedures accurately and consistently

Qualifications

Previous experience in a medical office is a must

Strong organizational and multitasking skills

Excellent communication and teamwork abilities

Strong understanding of the importance of handling patient information accurately and confidentially

Experience with TELUS PS is an asset

Team-oriented with a professional and dependable work ethic

Ability to work in a fast-paced environment while maintaining attention to detail

This role is ideal for someone who is proactive, organized, and committed to providing high-quality patient care in a collaborative environment.

Job Type: Full-time

Pay: $20.00-$24.00 per hour

Benefits:

On-site parking

Experience:

medical office administration: 2 years (required)

Work Location: In person