Medical Office Administrator (Full-time)

The Newly•Calgary, AB

8d•Onsite

About The Position

The Newly Institute is seeking a Medical Office Administrator (MOA) to join their innovative, purpose-driven, and multi-disciplinary clinical team. This full-time role is crucial for providing exceptional client service and administrative support within a fast-paced, multidisciplinary clinic environment. The MOA will directly support scheduling, billing, records management, and clinic operations, acting as the first point of contact to ensure a seamless client experience and upholding the company's core values.

Requirements

A minimum of two (2) years of experience in an office or clinic administration role in a fast-paced environment is required.
A minimum of two (2) years of experience providing superior customer service and support is required.
Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams is required.
Proficiency with Electronic Medical Records (EMR) systems is also required.
A high school diploma is required.

Nice To Haves

Experience working in a public or private practice that provides mental health services is a significant asset.
Experience with WCB billing, online billing, and scheduling is an asset.
A post-secondary diploma in Medical Office Administration or a similar field is an asset.
Experience in Med Access EMR is an asset.

Responsibilities

Serve as the primary point of contact for clients, community partners, and external inquiries by phone and email.
Schedule and coordinate in-person and virtual appointments, working closely with the Intake Coordinator and clinical team.
Welcome and orient clients to the clinic and provide outstanding customer service.
Attend multidisciplinary rounds and maintain up-to-date scheduling information.
Create and manage client payment plans for private programs.
Process and track client and funder invoices, payments, and revenue records.
Complete accurate billing for WCB, AHCIP, and other funding sources, including follow-up where needed.
Support daily clinic operations, including opening and closing responsibilities.
Maintain accurate client records and documentation within the EMR and shared drive.
Prepare and distribute clinical documentation, reports, discharge summaries, prescriptions, and correspondence.
Manage incoming and outgoing mail, monthly data submissions, office supplies, and general administrative tasks.
Coordinate virtual meeting and appointments, as required.
Support client access to online platforms and digital services, including Pomelo and Homecoming.
Other responsibilities related to the role and scope of work may be assigned.