Lead Medical Office Administrator

at  CHARM Fertility

THIS ROLE SUPPORTS ALL THREE CLINICS INCLUDING: OAKVILLE, ETOBICOKE, AND BRAMPTON. HAVING A MEANS OF TRANSPORTATION WOULD BE MANDATORY FOR THIS ROLE.

About Us:
At CHARM Fertility, we aim to become the leading total women’s healthcare destination. We’re patient-focused and enthusiastic about women’s health, which is at the heart of everything we do. Together, we create an accessible, convenient, and consistently high-quality service through a savvy, confident, clear, and simple team.
Our path ahead is one of miracles and heart. Every day, you will be creating special moments for our patients.
Role Summary:
The clinic is seeking a dedicated Lead Medical Office Administrator (MOA) to join our dynamic team. This pivotal role involves managing daily clinic operations, supervising administrative staff, and contributing to the clinic’s growth. As a leader in the medical office, the Lead MOA provides essential support, fosters team unity, and ensures adherence to policies and best practices.

ROLE OVERVIEW:

• Supervision and Team Leadership
• Supervise and mentor medical office assistants (MOAs) and administrative staff, providing guidance and support as needed.
• Step in as an MOA if necessary to ensure smooth operations.
• Assign daily tasks, ensuring adherence to office protocols and policies.
• Conduct training and ongoing development programs for MOA staff.
• Assist in performance evaluations and disciplinary actions when necessary.
• Report to the Operations Manager.
• Administrative Management
• Oversee patient scheduling to ensure efficient appointment flow.
• Handle patient requests, emails, messages, and faxes to maintain smooth communication.
• Ensure compliance with HIPAA and other privacy regulations.
• Oversee payment collection processes.
• Patient Interaction and Support
• Greet and check in patients, assisting with forms and ensuring a welcoming experience.
• Address patient inquiries, complaints, and concerns professionally.
• Keep patients informed about appointments, lab results, or follow-up care.
• Clerical and Office Duties
• Maintain accurate and up-to-date electronic medical records (EMR) and paper files.
• Manage incoming and outgoing communications, including phone calls, emails, and faxes.
• Coordinate patient referrals, lab work, and specialist appointments as needed.
• Compliance and Quality Control
• Ensure the clinic complies with all federal, state, and local regulations.
• Maintain cleanliness and safety standards across all areas.
• Assist with audit and inspection preparation.
• Implement and monitor office policies, procedures, and best practices.
• Technology and Software Management
• Oversee and manage the use of EMR systems in the office.
• Troubleshoot basic technical issues with office equipment and systems.
• Train staff on new technology, software updates, and equipment as needed.