Medical Office Assistant bei None

Position Summary:

Under the supervision of the Associate Director, Campus Services, and with direction from the Medical Coordinator, the Medical office assistant, is responsible for office and administrative duties, including reception and customer service support, patient follow-up and scheduling, clerical and financial accounting duties. This role must be carried out in accordance with the Ontario Occupational Health and Safety Act and Circle of Care guidelines, which include the implied consent to collect, use, or disclose personal health information for the purpose of providing care, as outlined in PHIPA. Position hours of operation subject to change. Evening Shifts will be required.

Responsibilities:

Reception and Customer Service

• Provides timely and professional customer service at reception, handling walk-ins, phone calls, emails, and messages.
• Supports students, staff, and visitors by sharing information about Medical Centre services, even in busy or high-pressure situations.
• Manages patient intake and verifies health insurance and student/employee card details using OneCard, Pulse (MorCare), EMR Oscar, and OHIP validation systems.

Patient follow-up and Scheduling  

• Screens walk-in patients and coordinates appointments with specialists for services like x-rays, lab tests, MRIs, and consultations.
• Manages multiple calendars using OSCAR EMR for physicians, psychiatrists, nurses, and health-related events (e.g., flu clinics, orientation).
• Communicates clinic policies, records encounter notes, and sends reminders for health cards and outstanding forms.
• Initiates follow-up and collection calls as needed.

Clerical and Financial Accounting

• Handles medical documentation in line with PHIPA and clinic policies, including scanning, uploading, and secure disposal.
• Supports accounting for multiple physicians and psychiatrists, tracks payments for uninsured services, and maintains logs for missed appointments and fees.
• Submits billing and error files to the Ministry of Health for OHIP, WSIB, and out-of-province claims.

Other duties/special projects as required 

• Maintains the cleanliness of waiting and exam rooms.  
• Assists with clinics at other campuses and participates in health events like flu clinics and orientation sessions.
   

Qualifications:

Education

• Minimum completed one (1) year Medical Office Administration or equivalent certificate. If education is in a related field, please specify how it is relevant.  
• Valid First Aid, CPR, WHMIS certificate is required

Experience

•   Minimum of two (2) years’ recent work experience in a medical office setting.

Skills

• Proficiency in appointment scheduling, customer service preferably related to medical practice e.g., dealing with patients in crisis.  
• Knowledge of Schedule of Benefits for OHIP billing and other insurance billing.
• Proficiency with standard office software (MS Office Suite). appointment booking, billing and Electronic Medical Record (EMR) System. OSCAR is preferred.  
• Excellent ability to multi-task, work under pressure in a busy clinic setting, while maintaining customer service relations, problem solve difficult situations and maintain a professional and welcoming attitude at all times.   
• Strong ability to organize workload; establish priorities and work with minimal supervision.
   

Note:  A skills assessment test will be administered during the recruitment process.

A combination of relevant experience and education may be considered as equivalent to the above requirements in the event that there are no internal applicants that meet the qualifications as posted.  Equivalency will be assessed by the talent acquisition team.