Medical Office Assistant

University of British Columbia • Vancouver, BC

4d • CA$4,449 - CA$4,676 • Onsite

About The Position

This is a leave replacement for an 18-month fixed-term duration. The Medical Office Assistant performs clerical and reception functions, including scheduling and data entry, within a client-centered model of care. The role involves maintaining a confidential electronic medical record system, handling correspondence, receiving payments, preparing financial and statistical reports, and managing office supplies. The position requires good judgment, the ability to work cooperatively in a fast-paced environment, and sensitivity when interacting with patients, all while maintaining strict confidentiality.

Requirements

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
• High School graduation.
• 1 year post-secondary education.
• Completion of a Medical or Dental Office Assistant program (including terminology).
• 3 years of related experience or the equivalent combination of education and experience.
• Without Medical Office Assistant training, three years related experience in a medical office or clinic.
• Medical terminology required.
• Ability to use word processing, spreadsheet, database, scheduling, and electronic mail applications at an intermediate level.
• Proficiency with electronic medical records.
• Ability to prioritize, organize, and work effectively under pressure.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Demonstrates clear understanding of confidentiality in the medical workplace.
• Ability to maintain accuracy and attention to detail.
• Ability to compose routine correspondence using clear, concise medical English.
• Ability to work both independently and within a team environment.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to build rapport and provide service to people who are experiencing stress, pain, and health concerns.
• Ability to communicate effectively and concisely verbally and in writing.
• Ability to provide quality service to customers in a courteous, patient manner.
• Ability to effectively manage multiple tasks and priorities within a fast-paced, high-volume clinical area.
• Ability to perform basic arithmetic including calculating clinic charges, taking payments, making change, and keeping accurate sales records.
• Must be able to reconcile daily transactions with electronic and cash receipts.
• Ability to accurately transcribe medical dictation.
• Familiarity with MSP and other billing procedures.

Responsibilities

• Provides efficient, seamless, and accessible reception service, responding respectfully and sensitively to a diverse stakeholder population.
• Manages effective verbal and nonverbal communication, including diffusing situations with ill, anxious, or frustrated individuals.
• Handles effective written communication for email inquiries and correspondence.
• Provides timely service with minimal supervision and works effectively during high-volume periods.
• Works collaboratively within a service team to ensure high standards of service provision.
• Deals with customer service complaints effectively by collaborating with parties involved and negotiating positive outcomes.
• Determines the urgency of requests for services and manages the smooth flow of patients.
• Schedules appointments for physicians and nurses.
• Communicates with other clinical offices, departments, and units to coordinate client appointments and testing.
• Registers students for appointments and obtains and enters data into a computerized electronic medical record system.
• Verifies student registration status and health insurance status using computerized database systems.
• Assists students in using the electronic medical record system.
• Receives, scans, imports, and transfers diagnostic reports from external laboratories to the clinic medical record system.
• Responds to requests for records and information, releasing information to authorized personnel in accordance with established standards and guidelines.
• Transcribes physician clinical notes, reports, and letters.
• Reviews physician and nursing billing and diagnostic code entries for errors and omissions and corrects them.
• Reviews patient medical forms for completion and bills accordingly.
• Processes Medical/Legal requests and bills accordingly.
• Prepares billing claims and performs electronic transmission and retrieval of claims to Health Insurance Agencies.
• Reconciles, reviews, and makes necessary corrections of computerized claims.
• Prepares and mails invoices for patient and private insurance company accounts.
• Processes receipts for incoming payments by cash, cheques, and electronic transactions.
• Prepares cash and cheque deposits.
• Follows up on and recovers costs of outstanding accounts.
• Maintains equipment rental logs and mails invoices on overdue accounts.
• Maintains billing and diagnostic code files for patient billing.
• Compiles financial reports utilizing word processing and spreadsheet software.
• Responds to oral and written patient billing inquiries.
• Prepares and/or performs data entry of financial documents.
• Assists with maintaining, reconciling, and reporting financial records.
• Maintains and files purchase requisitions, invoices, and supporting documents.
• Prepares invoices to external businesses, organizations, and agencies, and prepares journal vouchers for internal charges.
• Types a variety of materials from draft copy, formats, and edits electronic drafts using computer applications.
• Photocopies and faxes a wide variety of forms and documents.
• Assists with the preparation of protocol and procedure manuals.
• Ensures clinical, reception, and waiting room spaces are well-maintained and stocked with office supplies and information materials.
• Sorts and distributes mail and incoming faxes.
• Maintains photocopiers, printers, and video equipment.
• Prepares statistical reports on patient contacts.
• Maintains an inventory of stationery and medical supplies.
• Prepares data tapes for the electronic medical record backup system, reviews computer logs, and reports discrepancies.
• Files miscellaneous documents.
• Screens and responds accurately to a variety of in-person, written, and oral inquiries of an interpretive nature and provides referral information.
• Provides accurate and clear information to the public, students, and the university community regarding health and wellness services and other campus resources.
• Provides medical information within the boundaries of training and protocols.
• Maintains strict confidentiality of student information and medical records.
• Ensures clinical examination rooms are well-maintained and stocked with medical and stationary supplies.
• Organizes equipment and examination rooms for diagnostic procedures and treatments.
• Performs minor diagnostic procedures and testing as requested by physicians or nurses.
• Attends medical examinations on request by a physician.
• Submits requests for medical and stationary supplies.
• Performs cleaning and sterilization of medical equipment and instruments.
• Performs other duties as required.

Benefits

• Employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree