Medical Office Assistant

Position Type:

Permanent

If you’re looking for a fulfilling career that can make a real difference in your life, and the lives of others, you’ve come to the right place.

As a national health solutions partner, we put people first in everything we do — and that begins with our team of 8,000+ professionals who bring a cross-section of diverse life experiences and career expertise to Medavie. By collaborating and innovating together, our employees are creating industry-leading solutions in insurance, primary care and emergency medical services that impact millions of lives in Canada each year.

Our mission is to improve the wellbeing of Canadians so that every life can be lived to the fullest — and it’s reflected in our award-winning culture. We celebrate individuality and value the diverse perspectives and skills our employees contribute. We go beyond providing competitive pay and comprehensive benefits to offer opportunities for personal and professional growth, flexible work options, meaningful experiences, and supportive leadership. Medavie is where employees can be their best selves, feel they belong, and achieve their full potential. Be part of it by applying for a position with us today.

Duties of the Position:

 

Reporting to the Clinic Manager, the Medical Office Assistant (MOA) is an integral member of the clinic team, supporting efficient clinic operations and a positive patient and provider experience. This role provides patient reception, scheduling, communication, records management, administrative and clinical support, while maintaining confidentiality and protecting personal health information in accordance with applicable privacy requirements and organizational policies.

 

Roles and Responsibilities:

 

1. Patient Engagement & Access

• Answering phones and greeting, registering, and directing patients;
• Communicating with patients, responding to enquiries, and providing clinic and health system navigation support;
• Managing the call queue using decision support software and established policies;
• Scheduling appointments and notifying patients of appointment details;

 

2. Administrative & Clinical Coordination

• Ensuring electronic and paper patient records contain relevant and accurate information;
• Processing referral requests and entering physicians’ orders;
• Escorting patients to exam or treatment rooms and preparing them for physician assessment;
• Providing administrative and clinical support to clinicians;
• Initiating forms, creating billings, and collecting payment for uninsured services;
• Opening mail, receiving faxes, and distributing materials as appropriate;
• Supporting efficient clinic workflows in a patient- and provider-focused environment;
• Understanding physician profiles and responding to physician requests to support effective clinic operations;
• Coordinating departmental workflow and supporting patients and clinic team members, where required;

 

3. Clinic Operations & Environment Management

• Cleaning and preparing exam and treatment rooms between patient visits;
• Coordinating clinic inventory and supply management;
• Maintaining a clean and safe work area;
• Completing daily, weekly, and monthly task lists as required;

 

4. Professional Practice & Team Support

• Assisting with the orientation and education of new clinic staff;
• Working within the scope, processes, and policy framework of the program and administrative support role;
• Maintaining strict confidentiality and protecting personal health information and other sensitive information in accordance with applicable privacy legislation, organizational policies, and professional standards;
• Performing other responsibilities as required by the program;

 

Required Qualifications and Other Job Requirements:

• High school diploma or equivalent;
• Successful completion of a Medical Office Assistant course, or equivalent experience that includes medical terminology training;
• Minimum of two (2) years of related office experience, preferably in the health care industry;
• Relevant patient-facing experience in a health care or clinic setting;
• Minimum of two (2) years of Medicare billing experience;
• Experience using electronic medical records systems, scheduling software, Microsoft Office, and other common digital tools;
• Demonstrate excellent communication, skills in both official language, English and French (oral and writing). The employer may require a language proficiency test;
• Ability to communicate clearly, compassionately, and professionally with patients, families, team members and partners both verbally and in writing;
• Ability to manage competing priorities and multitask effectively in a busy health care setting
• Strong critical thinking, organizational, and problem-solving skills;
• High regard for confidentiality and ability to protect personal health information and sensitive information;
• Valid driver’s license and willingness to periodically travel to support clinic operations;
• Self-motivated team player with the ability to work independently with limited supervision;
• Current BLS certification is considered an asset.
• Valid driver’s license and willingness to periodically travel to support clinic operations;
• Employment is conditional upon the completion/provision of a criminal record check, the results of which must be satisfactory to the Company in its sole discretion; and
• Employees are strongly recommended to maintain COVID-19 and influenza vaccinations. Unvaccinated employees will be required to follow all workplace mitigation measures determined by the Employer, based on public health guidance.

 

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Pay Range: $30.38 - $32.34 hourly.

This posting is for an existing vacancy within our organization / Ce poste est actuellement vacant au sein de notre organisation.

The Base Pay range may vary depending on the successful candidate or other relevant job-related factors such as knowledge, skills, qualifications, experience and education/training. In addition to Base Pay, eligible Medavie employees may participate in various performance-based incentive programs. Payments under these programs are discretionary and subject to both individual and organizational results.  

We believe our employees should reflect the communities we serve and welcome applications from candidates of all backgrounds. To provide the best experience possible, we will support you with accommodations or adjustments at any stage of the recruitment process. Simply inform our Recruitment team of your needs.  We are committed to making sure recruitment, retention, advancement, and compensation are fair and accessible while following all relevant human rights and privacy laws. We appreciate everyone who has shown interest in this position. Only those selected for an interview will be contacted.

While Medavie may use automated tools, including AI, to support application screening, candidates are expected to complete all recruitment interactions independently—without AI assistance—to ensure a fair and equitable process.

If you experience any technical issues throughout the application process, please email: [email protected].