REQUIRED EDUCATION:

• Post-secondary diploma or certificate in Medical Office Administration

REQUIRED EXPERIENCE, KNOWLEDGE & SKILLS:

• Minimum 2 years administrative experience in a medical office
• Knowledge of medical terminology and medical records management
• A professional and courteous disposition
• Must possess a strong work ethic, be self-motivated with the ability to work independently with minimal supervision
• Ability to multi-task in a fast-paced environment and manage time efficiently to prioritize changing priorities
• Meticulous attention to detail and records maintenance skills
• Proficiency in MS Office Suite of products (Outlook, Excel, Word, PowerPoint)
• Excellent written and oral communication skills with the ability to empathize with patients.
• Excellent customer service skills, providing high quality care to clients from the moment they walk into the clinic until the moment they leave
• A genuine interest in the well-being of patients
• Team player attitude and the ability to work effectively in a team setting, contributing to a positive and collaborative work environment

ASSET QUALIFICATIONS:

• Experience using Telus Med Access electronic medical record (EMR) system
• Sales experience in a related customer service field (health and wellness, spa, medical, fitness, retail) (preferred)
• Business management and hospitality experience (preferred)
• Medical terminology experience (preferred)
• Infection Prevention and Control (IPAC) certification or experience (preferred)

THE ROLE

An integral member of the Skin Health and Wellness Centre team, the Medical Office Assistant is often the first point of contact and therefore plays an active role in ensuring patients receive the utmost care. The Medical Office Assistant works with all members of the healthcare team in a coordinated and collaborative effort to engage, encourage and support patient health and is responsible for fulfilling a variety of duties in both the front and back of the office, including billing support, scheduling, patient communication and filing. Duties can be classified in the following categories:

• Clinical Assistant
• Medical Administrative Assistant
• Medical Billing Assistant
• Medical Device Reprocessing Assistant
• Medical Supply Ordering Assistant
• Phototherapy Assistant
• Research Assistant

RESPONSIBILITIES:

• Answers multi-line phone system and emails and takes appointments or directs calls to the appropriate party. Prioritizes and responds to phone calls and messages in a timely manner
• Welcomes patients as they arrive to the clinic and provides the necessary paperwork for their visit
• Coordinates the flow of patients in the examination and treatment areas to ensure efficient use of the facility and the physician’s schedule
• Maintains patient accounts by obtaining, recording and updating personal and financial information
• Coordinates follow-up appointments, arranges complex appointments and ensures the management of waitlists
• Prepares examination rooms with necessary medical supplies
• Maintains inventory of medications and follows all procedures regarding outdated medications and other supplies
• Provides a variety of administrative duties within clinic such as data entry, faxes, scanning, shredding, dictation letters, photocopying, preparing patient information booklets and other related tasks, as required
• Supports the improvement of pre- and post-encounter processes (e.g., identify missing vitals, lab results or screening needed for patients with appointments)
• Ensures the protection of patients’ rights by maintaining confidentiality of personal and financial information