Medical Office Assistant

Inspired HR

39d•Onsite

About The Position

The Role An integral member of the Skin Health and Wellness Centre team, the Medical Office Assistant is often the first point of contact and therefore plays an active role in ensuring patients receive the utmost care. The Medical Office Assistant works with all members of the healthcare team in a coordinated and collaborative effort to engage, encourage and support patient health and is responsible for fulfilling a variety of duties in both the front and back of the office, including billing support, scheduling, patient communication and filing. Note: This is a full-time position. Availability on evenings and weekends may be required.

Requirements

A professional and courteous disposition
Must possess a strong work ethic, be self-motivated with the ability to work independently with minimal supervision
Ability to multi-task in a fast-paced environment and manage time efficiently to prioritize changing priorities
Meticulous attention to detail and records maintenance skills
Proficiency in MS Office Suite of products (Outlook, Excel, Word, PowerPoint)
Excellent written and oral communication skills with the ability to empathize with patients.
Excellent customer service skills, providing high quality care to clients from the moment they walk into the clinic until the moment they leave
A genuine interest in the well-being of patients
Team player attitude and the ability to work effectively in a team setting, contributing to a positive and collaborative work environment
Current Cardiopulmonary Resuscitation (CPR) / First Aid Certification / Basic Cardiac Life Support (BCLS)
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.

Nice To Haves

Minimum 2 years administrative experience in a medical office
Knowledge of medical terminology and medical records management
Post-secondary diploma or certificate in Medical Office Administration
Experience using Telus Med Access electronic medical record (EMR) system
Sales experience in a related customer service field (health and wellness, spa, medical, fitness, retail) (preferred)
Business management and hospitality experience (preferred)
Medical terminology experience (preferred)
Infection Prevention and Control (IPAC) certification or experience (preferred)

Responsibilities

Answers multi-line phone system and emails and takes appointments or directs calls to the appropriate party.
Prioritizes and responds to phone calls and messages in a timely manner
Welcomes patients as they arrive to the clinic and provides the necessary paperwork for their visit
Coordinates the flow of patients in the examination and treatment areas to ensure efficient use of the facility and the physician's schedule
Maintains patient accounts by obtaining, recording and updating personal and financial information
Coordinates follow-up appointments, arranges complex appointments and ensures the management of waitlists
Prepares examination rooms with necessary medical supplies
Maintains inventory of medications and follows all procedures regarding outdated medications and other supplies
Provides a variety of administrative duties within clinic such as data entry, faxes, scanning, shredding, dictation letters, photocopying, preparing patient information booklets and other related tasks, as required
Supports the improvement of pre- and post-encounter processes (e.g., identify missing vitals, lab results or screening needed for patients with appointments)
Ensures the protection of patients' rights by maintaining confidentiality of personal and financial information
Process incoming referrals to physician providers
Call referring physician’s office for updated patient demographics, health care number and referring physician PRACID if not available
Assist with bookings for patients and explain the importance of the visit
Educate patient, and/or caregiver/NOK attending the appointment on what to expect from the appointment, and what/how to prepare for the initial assessment
Create patient appointment notification letters to referring physicians for all appointments as required. Alternatively, create fax letters to referring physicians for missed appointments, inability to attend, cancellations, refusals or specific letters pertinent to patients visits
Book patients for specialist consultant assessments
Receive, greet and direct patients during their visit.
Explain consent form to patients; answer any questions and record consent
Contact referring physician office, clinics, hospitals, labs, diagnostic centers or specialists for additional clinical information as needed
Assist with booking follow-up appointments needed
Follow-up or assist with individual patient’s visit needs, e.g., arranging transportation home, reminding them to bring certain items to follow-up appointments, etc.
Receive, scan and distribute incoming mail, labs, consults, prescription requests, special authorization requests and diagnostic imaging reports to the team
Assist team members with sending consult letters to referring physicians as required
Assist in the training of new clinic MOA staff in shared duties
Help cover the duties of other clinic MOAs during their absences.