Medical Office Assistant

We are seeking a skilled and organized Medical Office Assistant to join our team. As a Medical Office Assistant, you will play a crucial role in ensuring the smooth operation of our Medical Office. Your attention to detail and excellent communication skills will contribute to providing exceptional patient care. As an integral member of a multidisciplinary team, the Medical Office Assistant (MOA) provides support to patients, physicians, the nursing team, and allied health professionals.

Functional Competencies (Values, Knowledge, Skills & Abilities):

• Commitment to patient centered care
• Commitment to working collaboratively within a team based environment
• Knowledge of medical terminology
• Previous experience with PS Suites is an asset
• Computer skills
• Good communication skills
• Problem-solving skills
• Resourcefulness skills
• Relationship-building skills
• Well-organized and efficient
• Ability to work effectively in a fast paced environment
• Ability to accurately type 50 wpm
• Ability to use typical office equipment

Key Responsibilities & Functions

a. Provide telephone and in-person receptionist duties for the health clinic including;

• Greet and welcome patients, guests and business representatives; determine their needs and put them in contact with appropriate staff.
• Receive incoming calls and answer routine inquiries; screen and/or transfer calls to the appropriate member of the team.
• Take messages, or forward to voice mail, for all staff.
• Attend to patient behaviors in the waiting room by listening, supporting, validating and in the case of disruptive behaviors employing de-escalating techniques. If necessary, contacting Practice Facilitator or other appropriate staff member for assistance.

b. Provide and manage clinic intake and bookings including:

• Provide intake services to new clients, by determining their need or directing them to the appropriate team member.
• Build positive relationships with individual clients, in support of good health outcomes.
• Provide assistance with client intake documentation.
• Direct and schedule client appointments with an appropriate member of the team including recall and/or follow up.
• Answer routine inquiries of visiting clients, including assisting clients to access the services of other agencies.
• Manage electronic patient files.
• Provide other services to clients as directed by team members.

c. Provide medical support as requested, including:

• Liase with patients regarding testing such as ultrasound, specialist, and/or liase with the pharmacy.
• Assist with urine testing through request of samples and testing using a dipstick.
• Portering/escorting patients into the exam rooms.
• Take vital signs such as blood pressure, height and weight.

d. Provide clerical support services for all members of the team

• Facilitate smooth operation of reception and related areas of office.
• Provide administrative support to the team, including: faxes, reports, letters, and notices, scanning.
• Enter/Update patient data in PS Suites.
• Pick-up and sort mail.
• Perform other related duties as required

e. Manage laundry services in the clinic, including;

• Washing, drying and folding of all linens.
• Stocking of rooms.
• Notifying when linens are stained, worn out or needing to be replaced.

f. Provide input regarding program administration procedures that affect the delivery of health services.

g. Stock exam rooms with sundries and supplies, maintain inventory levels with nursing team.

Core Competencies:

• Professionalism – Is able to demonstrate commitment to ethical and professional conduct; takes personal responsibility for actions, demonstrates integrity, is self-aware and is dedicated to continuous learning.
• Initiative – Is able to actively influence events rather than passively accepting; ability to be a self-starter and to act without prompting; generates ideas to recommend change or improvement; embraces a challenge.
• Communication skills – Is able to express ideas, thoughts and information clearly, orally or in writing, selects and uses appropriate communication methods; exhibits good listening and comprehension; keeps others adequately informed; uses accepted language, grammar and style.
• Interpersonal skills – Is able to build effective working relationships with internal and external stakeholders; respects and values all individuals for their unique abilities and contributions; responds quickly, accurately, professionally and with good judgment to inquiries (written, phone or in-person).
• Teamwork – Is able to work collaboratively with others demonstrating commitment to achieve common goals; approaches issues and problems through teamwork and collaborative efforts; is committed to team decisions; relates to people in an open, friendly, accepting manner; develops working relationships with people of diverse levels, backgrounds and styles.
• Organizational and Time Management – Is able to establish priorities and organize and prioritize multiple tasks while adapting to changing circumstances and meeting deadlines in a fast paced environment with frequent/continuous interruptions; uses his/her time effectively and efficiently.
• Attention to Detail and High Level of Accuracy – Is able to accomplish tasks through concern for all areas involved, no matter how small. Shows concern for all aspects of the job. Accurately checks for processes and tasks and follows up in a timely manner with appropriate persons.
• Analytical and Problem Solving – Is able to identify and analyze issues, problems and opportunities; determines course of action; develops appropriate solutions; distinguishes between relevant and irrelevant information to make logical decisions.
• Creativity – Is able to create new ideas or approaches to work related issues or assignments; ability to think “out of the box” and not be afraid to try new things.
• Handling Pressure – Is able to prioritize responsibilities in order to have a clear idea of what needs to be done and meet committed deadlines; ability to recognize and work through stressful occasions, have stress-reducing techniques to cope with work pressures and stressful situations.
• Business Writing – Is proficient in written communication. All office communications are free of grammatical, spelling and formatting errors, e.g. e-mail, memos, minutes and newsletters.
• Tact and Diplomacy – Is able to exercise discretion, tact and diplomacy in dealing with highly sensitive and confidential matters.
• Computer and Office Technology Literacy – Is proficient in Microsoft Office suite including, Word, Excel, ; ability to utilize office equipment and other relevant technology (software and programs) to meet work needs.

Job Type: Full-time

Salary: $41,600.00 per year

Benefits:

• On-site parking
• Wellness program

Schedule:

• Evening shift
• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Overtime pay

Education:

• Secondary School (required)

Work Location: In person

Application deadline: 2024-03-15
Expected start date: 2024-04-03