Medical Office Assistant (Internal)

OneSky Community Resources•Penticton, BC

14d•Onsite

About The Position

The Medical Office Assistant (MOA) provides administrative and clerical support to Family Physicians, Nurse Practitioners, and patients at the Martin Street Outreach Clinic and Urgent & Primary Care Centre. This role ensures smooth clinic operations and a welcoming environment for all. The Martin Street Outreach Clinic provides long-term, relationship-based primary care to individuals with complex health needs, including mental health challenges, substance use, and social vulnerabilities. The Urgent & Primary Care Centre operates during evenings and weekends, providing same-day access to care for non-life-threatening health concerns.

Requirements

Medical Office Assistant Certificate/Diploma, or equivalent education and experience in an administrative or clinical setting
Experience supporting vulnerable populations, including individuals with mental health, substance use, or socio-economic challenges
Strong customer service, interpersonal, and communication skills
Excellent time management, multitasking, and organizational abilities
Proficient in English (written and verbal)
Computer literacy, including Microsoft Word and Excel
EMR experience with Med Access and/or Meditech
Ability to manage confidential and sensitive information with discretion
Comfortable working in interdisciplinary, team-based care environments
Knowledge of medical terminology and community medical resources
Ability to remain calm and effective under pressure
Empathetic communicator, adaptable to diverse client needs

Nice To Haves

Training in trauma-informed practice is an asset

Responsibilities

Maintain efficient clinic operations through scheduling, document preparation, and provider support
Facilitate telephone conferencing and meetings as directed by the Clinic Manager and Providers
Collect and manage incoming forms and information requests for Providers, ensuring timely completion
Chart necessary documents into the correct patient chart using Med Access
Prepare and send requisitions, referrals, and medical documentation
Submit billing through Teleplan/MSP and manage third-party billings (e.g., WCB, ICBC, RCMP, DVA); communicate daily billing documentation to the Billing Clerk
Maintain patient records and filing systems
Manage incoming and outgoing phone calls, emails, and faxes, relay messages promptly
Receive and record patient payments, issue receipts
Participate in data collection, evaluation, and quality assurance activities
Greet and check in patients, update records and escort to exam rooms
Monitor patient waiting areas and washrooms; provide assistance or redirect concerns to the Clinic Manager or delegate
Book follow-up appointments and specialist referrals
Support intake and referral processes for long-term primary care, including coordinating with a Social Worker
Manage the Patient Recall list for repeat appointments and procedures
Communicate test results and appointment details to patients as directed
Prep exam rooms and supplies for procedures, including physical exams, PAP smears, and minor procedures
Assist with minor procedures and chaperoning as needed
Label and send specimens (e.g., Pap smear slides, swabs) to labs for analysis
Record patient measurements (e.g., height, weight, abdominal/head circumference, visual acuity) and chart documentation in EMR
Ensure health and safety standards are followed
Respond to emergency situations appropriately
Perform minor cleaning and tidying tasks
Carry out other duties as assigned