Medical Office Admin Assistant, Telehealth NB - Remote Canada

Foundever® • Lac-Ashuapmushuan, QC

2d • CA$0 - CA$39,140 • Remote

About The Position

The Medical Office administrator provides essential administrative support to ensure the efficient delivery of virtual care services within Virtual Care telehealth services. A key function of this role is the administrative management of outgoing referrals and incoming medical laboratory results – including receipt, routing, tracking and timely escalation to the appropriate licensed clinician for review and action – in accordance with established Standard Operating Procedures (SOPs). This role does not involve clinical interpretation of laboratory results. This role also supports clinician and patient scheduling, maintains accurate documentation and databases, supports billing reconciliation processes, monitors compliance requirements, and assists with reporting and program operations. This position works collaboratively with clinical and operational teams and is required to be available during afternoons and evening hours, including weekends to support program continuity. This role may involve the use of approved artificial intelligence (AI) tools to support day to day tasks, improve efficiency, and enhance decision-making. Examples may include automated workflows, data supported recommendations, drafting or summarization tools, or candidate/employee interaction tools (as applicable to the role). This opportunity represents an existing vacancy supporting current business operations.

Requirements

• 2–3 years of administrative or program coordination experience, preferably in a medical office setting or virtual care environment.
• Prior experience handling medical documentation, lab result tracking or clinical administrative workflows is strongly preferred.
• Experience working with databases, reporting tools, and shared documentation systems.
• Experience with scheduling systems and electronic medical records (EMR) platforms.
• Diploma or certificate in Medical Office Administration, Health Administration, Business Administration, Office Administration, or a related field from an accredited college program.
• Equivalent combination of education and relevant experience will be considered.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Comfortable working with virtual care platforms and online collaboration tools.
• Strong understanding of medical office administrative workflows, including document routing and result management, with a non-interpretive scope
• Ability to apply defined SOPs and escalation criteria accurately and consistently under time-sensitive conditions.
• Discretion and sound judgement in handling confidential health information.
• Ability to generate basic reports and interpret operational data.
• Excellent organizational and time-management skills with the ability to manage competing priorities independently.
• Ability to work afternoons, evenings, weekends and holidays as required by program scheduling.
• Offers of employment are conditional and require that you complete and pass a criminal background check that reviews all criminal activity in every area of residence for the last seven years.

Nice To Haves

• Bilingualism in Eng/French considered an asset

Responsibilities

• Receive, log, and track incoming medical laboratory results within the Electronic Medical Record (EMR) and associated tracking tools in accordance with established SOPs.
• Triage incoming lab results by applying established, non-interpretive criteria to identify urgency levels (e.g., normal, abnormal, critical) and route results promptly to the appropriate licensed clinician for review.
• Escalate critical or flagged results immediately to the designated clinician on duty, following defined escalation pathways.
• Monitor outstanding and pending lab results to ensure no result remains unactioned, and flag overdue follow-ups to the clinical team.
• Maintain accurate documentation of all lab result receipts, routing actions, and clinician acknowledgements.
• Support the Clinical Lead NP in ensuring lab result workflows remain compliant with program SOPs and patient safety standards.
• Monitoring referral status and waitlists, contacting specialist offices to check on referral progress, following up on rejected or incomplete referrals and escalating issues to the Lead NP when necessary.
• Review and reconcile virtual care encounters, ensuring accurate documentation, billing integrity, and timely resolution of discrepancies.
• Serves as a backup resource for staff onboarding activities and support effective communication between clinical and support teams when needed.
• Generate routine and ad hoc reports and support smooth daily operations.
• Coordinate internal meetings, prepare agendas, and record meeting minutes as required.
• Support system updates, testing, and implementation of new virtual care technologies or workflows.
• Adhere to all ethics, compliance, and information security policies.
• Safeguard company assets, systems, and confidential information per company policy.
• Promptly report any suspected ethics violations, security incidents, or data breaches in line with company policy.
• Handle personal, client, and business data in compliance with contracts, internal policies, and legal requirements.
• Perform additional duties assigned by leadership.

Benefits

• Foundever® is committed to selecting, developing, and rewarding the best person for the job based on the requirements of the work to be performed and without regard to race, age, color, religion, sex, creed, national origin, ancestry, citizenship, disability/handicap, marital status, protected veteran status, uniform status, sexual orientation, pregnancy, genetic information, gender identity and expression, or any other basis protected by federal, state or local law. The Company forbids discrimination of all kinds, whether directed at Associates, applicants, vendors, customers, or visitors. This policy applies to all terms and conditions of employment, including recruitment, hiring, promotion, compensation, benefits, training, discipline, and termination.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree