Medical Office Administrator

One Vascular•Toronto, ON

9d•Onsite

About The Position

At One Vascular, we are committed to providing the highest standard of comprehensive vascular care to our communities, using the latest cutting-edge technology. With a focus on helping people achieve a better quality of life through premier vascular imaging, advanced techniques, and our network of state-of-the-art clinics, we strive to set the standard for vascular care in a setting that offers comfort, confidence, and patient satisfaction. We are actively recruiting an organized, service-driven Medical Office Administrator for our Etobicoke, Ontario location. This role combines patient-facing responsibilities with leadership of the administrative team. The Medical Office Administrator ensures smooth day-to-day operations by delegating and monitoring tasks, directly supporting physicians and technologists, and overseeing administrative team functions across scheduling, coordination, and workflow management.

Requirements

Minimum 5 years of administrative experience in a healthcare setting, with at least 1 year in a supervisory or lead role.
Strong leadership, delegation, and organizational skills.
Exceptional communication and customer service abilities, with the confidence to support both patients and staff.
Proficiency with Microsoft Office 365; experience with Accuro or similar EMR systems preferred.
Solid understanding of PHIPA and the importance of patient confidentiality.

Nice To Haves

Experience with Accuro or similar EMR systems

Responsibilities

Provide day-to-day supervision of the administrative team, ensuring all clinic tasks are completed accurately and efficiently.
Delegate responsibilities to Medical Office Administrators (MOAs) and monitor task completion.
Generate and approve admin staff schedules, timecards, and vacation requests in alignment with clinic needs.
Serve as the primary point of contact for the administration team, providing guidance, mentorship, and conflict resolution.
Collaborate closely with physicians and other providers to coordinate clinic schedules.
Oversee patient scheduling to optimize provider time, procedure room utilization, and patient flow.
Ensure incoming referrals are triaged appropriately and outgoing referrals are tracked.
Maintain clinic readiness by overseeing inventory levels, equipment maintenance, and supply ordering.
Support compliance with organizational policies, confidentiality standards, and PHIPA requirements.
Provide high-level support to patients, addressing complex scheduling, procedure, and payment-related inquiries.
Ensure patient records, requisitions, and consent forms are complete and accurate.
Coordinate directly with physicians and technologists to resolve scheduling conflicts or urgent operational needs.
Promote patient satisfaction by ensuring a professional, compassionate, and efficient experience throughout their care.
Oversee utilization of the EMR system, ensuring accurate data entry, requisition processing, and form generation.
Support reporting by providing operational data on patient volumes, procedure scheduling, and workflow efficiency.
Ensure staff compliance with clinic policies, administrative procedures, and quality standards.
Report regularly to the Director of Administration on clinic operations, staffing performance, and workflow challenges.
Escalate and collaborate with the Director of Administration in circumstances such as: Staffing shortages, attendance concerns, or performance issues; Requests for policy clarification or guidance on new procedures; Escalated patient complaints or service recovery issues requiring leadership involvement; Operational disruptions such as EMR issues, equipment failures, or supply chain problems; Strategic planning around clinic efficiency, staffing models, or administrative training needs.