Medical Office Administrator (MOA)

The Newly•City of Fredericton, NB

3d•Onsite

About The Position

The Newly Institute is seeking a Medical Office Administrator (MOA) to join their innovative and multi-disciplinary team in Fredericton. This role is initially 0.6 FTE (40 hours/week) with the possibility of becoming full-time. The MOA will be responsible for client service, finance, administrative, facilities management, and technical duties, acting as the primary point of contact for the clinic and ensuring excellent customer service. The position also involves accurate financial documentation and administration of client electronic records and reports in a fast-paced environment, aligning with the company's core values of communication, community, excellence, health, and innovation.

Requirements

A minimum of 2 years of experience as an office or clinic administration in a fast-paced environment is required.
A minimum of 2 years of experience providing superior client service is required.
A post-secondary certificate or diploma in Medical Office Administration or Administrative Information Management 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.
Offers are conditional, subject to employment reference checks and a clear police background check.

Nice To Haves

Experience with WCB billing, online billing, and scheduling is an asset.
Equivalencies of experience may be considered.
Equivalencies of education may be considered.

Responsibilities

Answer multi-line phone system and emails to ensure well timed communication with clients, community partners, and potential inquiries.
Prioritize and respond to phone calls, voicemails, and emails in a timely manner. Disseminating information as necessary.
Book and manage client appointments, including virtual appointments.
Collaborate with Intake Coordinator to ensure the completion and booking of all client appointments, and processes.
Attend the weekly multidisciplinary rounds to ensure up-to-date schedule changes, and bookings.
Organize client materials such as backpacks, binders, and brochures. Ensure materials are available and ready for new clients and cohorts.
Oversee logistical management of clinical programs. Maintain list of active participants, contracts, payments, and invoicing.
Welcome and orient clients to clinic space, providing high-quality customer service.
Develop Intensive Outpatient Program (IOP)/Flex/Top Up and other private client payment plans, indicating payer, payment amount, method, interval, and dates.
Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in IOP, Flex, and other private programs.
Complete timely and accurate billings to the provincial plan and funders. Ensuring accurate payment, and resolution of rejected bills.
Invoice clients and funders in Flex/IOP programs timely and accurately. Track payments, with follow-up as needed.
Communicate with facilities management, and contracting services, such as cleaning, repairs, IT, security, etc.
Ensure proper maintenance and operation of office equipment.
Organize The Newly Institute’s inter-clinic and collaboration logistic needs. Includes, but not limited to training, communication of schedules and information, virtual meetings, etc.
Complete opening and closing duties, as required.
Develop, maintain, and distribute client and clinical schedules such as WCB (Return to Work) client IOP/Flex clients, physician schedules and absences, clinician schedules and absences.
Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB, referrals, historical documentation, and other supporting documentation and information.
Prepare and distribute clinical documents such as WCB or RCMP reporting, IOP/Flex discharge summaries, prescriptions, doctor’s notes, and other associated documents.
Handle and distribute mail.
Prepare monthly data submissions.
Facilitate the delivery and post office items and information.
Fax, scan, shred, and photocopy documents.
Oversee ordering of office equipment and supplies.