ABOUT US
We are hiring on behalf of our client, a OBGYN medical practice with a strong reputation for patient-centered care and clinical excellence.
The ideal candidate will demonstrate strong interpersonal skills, support a growing team, and excel at problem-solving. They should be skilled at building genuine, authentic relationships with patients while delivering knowledgeable, professional support throughout the patient journey. Driven by professionalism, dedication, and a passion for patient care, we are looking for someone who shares these values to join our team!
POSITION OBJECTIVE
We are seeking a professional, polished, and highly organized Medical Office Assistant (MOA) to join our dynamic clinical team in a dual MOA/reception capacity. This role is perfect for a detail-oriented individual who thrives in a fast-paced, patient-facing environment and is committed to delivering exceptional care.
As the first impression of our clinic, the successful candidate will be warm, well-presented, and confident interacting with patients. They will support the smooth operation of the clinic by assisting with patient intake, medical record management, instrument sterilization, and clinical tasks, while maintaining accuracy, confidentiality, and compliance with regulatory standards. They will work closely with the physician and clinical team to ensure patients receive thorough, professional care and a seamless experience from check-in to check-out.
RESPONSIBILITIES
- Process incoming and outgoing referrals: triaging, faxing, booking consults, follow-up timelines, etc.
- Greet and check in patients at the front desk, ensuring a professional, polished, and welcoming environment
- Manage appointment scheduling, confirmations, and follow-ups to optimize clinic flow
- Answer phones, emails, and other inquiries, providing accurate information and patient support
- Maintain and update patient medical records in Oscar EMR with accuracy, confidentiality, and compliance with PHIPA/PIPEDA and other applicable privacy standards
- Assist with patient intake, including recording medical history, vital signs, and consent forms
- Prepare examination and treatment rooms, ensuring cleanliness, proper setup, and stocked supplies
- Perform sterilization and reprocessing of instruments using an autoclave, including maintaining proper logs and adhering to infection prevention and control (IPAC) standards
- Support the physician and clinical team during procedures and consultations as needed
- Provide patients with pre- and post-appointment care instructions as directed by the provider
- Process payments, manage billing inquiries, and assist with documentation as required
- Coordinate lab tests, specialist referrals, and follow-up appointments — leveraging knowledge of specialty referral pathways and standard referral documentation
- Ensure compliance with clinic policies, health and safety standards, and regulatory guidelines (College of Physicians, public health, and CSA standards for reprocessing)
- Assist with inventory management of medical and office supplies
- Act as the first point of contact for patient concerns, escalating issues when appropriate
- Participate in team meetings, ongoing training, and continuing education to stay current on best practices
OUR STAFF ARE…
- Reliable, mature, and confident working both independently and collaboratively
- Highly organized with strong attention to detail
- Skilled in time management and able to prioritize effectively in a high-volume clinic
- Professional, with excellent communication and problem-solving abilities
- Tech-savvy and adaptable to new systems and software
- Well-presented, dressing in clean, professional attire or clinic-provided uniforms/scrubs
- Energetic, considerate, and intentional in their actions, contributing positively to a team-focused environment
QUALIFICATIONS
- High school diploma or equivalent required; Medical Office Assistant (MOA) diploma/certificate from a recognized program strongly preferred
- Previous experience as an MOA in a specialty practice
- Working knowledge of the specialty referral process and standard referral documentation
- Hands-on experience with instrument sterilization and autoclave operation, including cycle monitoring, biological indicators, and reprocessing logs
- Experience with Oscar EMR is a strong asset
- Solid knowledge of medical terminology and clinic office procedures
- Strong organizational and multitasking skills
- Excellent communication and interpersonal skills with a warm, professional, patient-first demeanor
- Ability to handle sensitive patient information with discretion and confidentiality
- Proficiency in office software and medical management systems
Pay: $20.00-$24.00 per hour
Application question(s):
- Describe your role in any previous specialty medical clinic you've worked in, including the specialty, your day-to-day responsibilities, and any experience with referrals, sterilization (autoclave), and EMR.
Work Location: In person
