JOB SUMMARY

The Medical Office Assistant (MOA) provides administrative and clerical support to Family Physicians, Nurse Practitioners, and patients at the Martin Street Outreach Clinic and Urgent & Primary Care Centre. This role ensures smooth clinic operations and a welcoming environment for all.

QUALIFICATIONS

• Medical Office Assistant Certificate/Diploma, or equivalent education and experience in an administrative or clinical setting
• Experience supporting vulnerable populations, including individuals with mental health, substance use, or socio-economic challenges
• Training in trauma-informed practice is an asset
• Strong customer service, interpersonal, and communication skills
• Excellent time management, multitasking, and organizational abilities
• Proficient in English (written and verbal)
• Computer literacy, including Microsoft Word and Excel
• EMR experience with Med Access and/or Meditech
• Ability to manage confidential and sensitive information with discretion
• Comfortable working in interdisciplinary, team-based care environments
• Knowledge of medical terminology and community medical resources
• Ability to remain calm and effective under pressure
• Empathetic communicator, adaptable to diverse client needs

Administrative & Clerical Support

• Maintain efficient clinic operations through scheduling, document preparation, and provider support
• Facilitate telephone conferencing and meetings as directed by the Clinic Manager and Providers
• Collect and manage incoming forms and information requests for Providers, ensuring timely completion
• Chart necessary documents into the correct patient chart using Med Access
• Prepare and send requisitions, referrals, and medical documentation
• Submit billing through Teleplan/MSP and manage third-party billings (e.g., WCB, ICBC, RCMP, DVA); communicate daily billing documentation to the Billing Clerk
• Maintain patient records and filing systems
• Manage incoming and outgoing phone calls, emails, and faxes; relay messages promptly
• Receive and record patient payments; issue receipts
• Participate in data collection, evaluation, and quality assurance activities

Patient Interaction

• Greet and check in patients; update records and escort to exam rooms
• Monitor patient waiting areas and washrooms; provide assistance or redirect concerns to the Clinic Manager or delegate
• Book follow-up appointments and specialist referrals
• Support intake and referral processes for long-term primary care, including coordinating with a Social Worker
• Manage the Patient Recall list for repeat appointments and procedures
• Communicate test results and appointment details to patients as directed

Clinical Support & Other Duties

• Prep exam rooms and supplies for procedures, including physical exams, PAP smears, and minor procedures
• Assist with minor procedures and chaperoning as needed
• Label and send specimens (e.g., Pap smear slides, swabs) to labs for analysis
• Record patient measurements (e.g., height, weight, abdominal/head circumference, visual acuity) and chart documentation in EMR
• Ensure health and safety standards are followed
• Respond to emergency situations appropriately
• Perform minor cleaning and tidying tasks
• Carry out other duties as assigned