Adminstrative Assistant - Medical

Role: Medical Office Administrator/Patient care coordinator

About Us:

We are a brand-new multidisciplinary pain and mental health clinic. We employ a multi-modal approach, focusing on ultrasound-guided interventional procedures, such as nerve blocks, and cutting-edge infusion therapy, including ketamine treatments.

We're in search of an enthusiastic Medical Office Administrator (MOA)/ care co-ordinator who will play a critical role in maintaining the smooth operation of our clinic, and supporting both our medical staff and patients.

Job Overview:

Our clinic is actively seeking a highly motivated office administrator/care co-ordinator to manage our daily operations and contribute to the clinic's success. The ideal candidate will possess a proactive mindset and a commitment to enhancing clinic efficiency and patient satisfaction.

Responsibilities:

• Foster a welcoming environment in the clinic by warmly greeting patients on arrival, engaging with them in a compassionate and friendly manner and directing them to the appropriate treatment room.
• Manage and answer incoming phone calls, voicemails, emails, and faxes.
• Ensure knowledgeable and timely responses to patient inquiries and escalate as necessary.
• Share treatment information with patients, with a professional, confident and empathetic demeanour.
• Follow up with existing patients to schedule and confirm appointments, ensure all necessary forms and documents are up to date, and confirm status.
• Track and follow up with all potential and current patients.
• Maintain accurate and up-to-date electronic medical records.
• Maintain and restock medical supplies, managing inventory to support clinic operations.
• Oversee equipment maintenance, service and repairs.
• Manage day-to-day operations of the clinic; opening and closing clinic; ensuring the front desk, waiting room and clinic are clean and organized.
• Turn over treatment room after patient visits and maintain the cleanliness of examination rooms.
• Perform basic bookkeeping tasks to support the smooth functioning of daily office operations, including management and tracking of clinic expenses and billings.
• Manage financial transactions, including creating and sending invoices, collecting payments, updating and tracking patient accounts and reconciling billings.
• Verify the daily financial report against the transactions and identify any errors.
• Complete and fax referrals and requisitions as required and at the physician's request.
• Manage all in-bound and out-bound referrals, as well as reports and communication to health care providers.
• Ensure all documents, faxes and reports are up to date and filed in our electronic medical system.
• Uphold patient confidentiality and ensure the protection of personal and financial information.
• Knowledge of social media marketing using platforms such as Instagram and Facebook would be welcomed as an asset.
• Assist patience with insurance claims when necessary.
• Provide feedback and suggestions to the clinical team to improve the patient experience.

Qualifications:

• Previous experience working in medical or healthcare administration is preferred.
• Exceptional customer service skills, with excellent verbal and written communication skills.
• Empathy, compassion, and a commitment to delivering an exceptional patient experience.
• Ability to adapt to a dynamic environment and handle multiple tasks simultaneously.
• Experience with provincial and insurance billings would be viewed favourably.
• Strong interpersonal, communication and relationship skills with a focus on active listening.
• Experience working with web-based email applications and Electronic Medical Records is desired.
• Initiative, creativity, and problem-solving skills.
• High degree of professionalism, discretion, and sound judgment under pressure.

Why join us:

• Warm and personable team-based atmosphere.
• Access to cutting edge technology.
• A rewarding role in a clinic dedicated exceptional patient care.
• A supportive, collaborative work environment with opportunities for professional growth.
• The potential for role expansion and career advancement opportunities as the clinic grows.

Job Type: Full-time

Salary: $20.00-$22.00 per hour

Expected hours: 40 per week

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (required)

Ability to Commute:

• Markham, ON L3R 9W9 (required)

Work Location: In person