Medical Office Assistant - Indexing

Inspired HR

20d

About The Position

The Indexing Team Member plays a critical role in maintaining the accuracy, organization, and accessibility of patient records within the clinic’s Electronic Medical Record (EMR) system – Med Access. This role is responsible for reviewing, categorizing, and indexing incoming medical documents such as referrals, lab reports, consultation notes, diagnostic imaging reports and other clinical correspondence. The Indexing Team Member ensures that all documentation is properly attached to the correct patient chart and categorized appropriately so that physicians and clinical staff can efficiently access important medical information. Attention to detail, confidentiality, and strong organizational skills are essential in this role.

Requirements

• Completion of a Medical Office Assistant (MOA) program, medical administration program, or equivalent experience preferred.
• Previous experience working in a medical clinic, hospital, or healthcare administrative environment is preferred.
• Experience working with Electronic Medical Record (EMR) systems is an asset.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage high volumes of documents efficiently.
• Strong understanding of patient confidentiality and privacy requirements.
• Proficient computer skills and comfort navigating electronic systems.
• Ability to work both independently and collaboratively in a fast-paced environment.
• A clear Criminal Background check, inclusive of a vulnerable sector search, is required to start. If you have resided outside of Calgary in the past 12 months, you will need to contact the local police or RCMP detachment in your previous residential municipality to be able to obtain a full report.

Responsibilities

• Document Management & Indexing Review incoming medical documents received via fax, electronic portals, or internal uploads.
• Accurately match documents to the correct patient record within the EMR system.
• Assign appropriate document types and categories according to clinic indexing protocols.
• Ensure documents are filed in the correct section of the patient chart for easy physician access.
• Flag urgent or time-sensitive documentation for appropriate clinical staff review.
• Record Accuracy & Quality Control Verify patient identifiers to ensure documents are attached to the correct chart.
• Identify incomplete or unclear documentation and escalate to the appropriate team member.
• Maintain consistent indexing standards to support efficient chart navigation.
• Perform quality checks to ensure accuracy of indexed documents.
• Communication & Collaboration Work closely with Medical Office Assistants (MOAs), nurses, and physicians to clarify document requirements.
• Communicate with internal teams regarding missing information or documentation discrepancies.
• Support clinic workflows by ensuring documentation is available to clinical staff in a timely manner.
• Confidentiality & Compliance Maintain strict confidentiality of all patient information in accordance with privacy legislation.
• Follow clinic policies and procedures related to medical record management and information security.
• Administrative Support Assist with document scanning and electronic filing when required.
• Support administrative team members during periods of high document volume.
• Participate in ongoing training related to EMR systems and indexing protocols.

Benefits

• The opportunity to work alongside a team of highly skilled professionals
• Employee incentives and perks
• Consistent work hours and a commitment to work/life balance
• Supportive team dynamics and regular opportunities for collaboration
• Excellent mentorship and leadership
• Safe, supportive, and tolerant workplace
• We offer a comprehensive benefits package that includes health insurance, dental and vision coverage.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed