Job Title: Medical Office Assistant
Location: Upstairs - Cordova Bay (in-person)
Type: Part-Time Employee (with the potential to increase to Full-Time in November 2024)
Hours: up to 22.5 hours per week; Tuesdays, Wednesday, Thursday (closing the clinic at minimum 1x/week)
BASIC PURPOSE
As a Medical Office Assistant, you are a vital part of the Tall Tree team and in the operation of our unique high-quality programs and services. You work closely with the Administrative Team, the Clinicians, Funders, and Patients. While you are primarily responsible for supporting Tall Tree Health's Medical Team (MDs, NDs, NPs, RNs, and more!), you also play a crucial role in navigating patients through the whole Tall Tree ecosystem. As the first point of contact for our patients you play a crucial role in setting the tone for our patient’s experience, treatment, and care. You are an important member of our care team, ensuring that each and every patient’s experience is nothing less than exceptional.
What You'll Be Doing:
Essential Functions
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Care Navigation & Customer Experience:
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Curating an easy and exceptional healthcare experience for all patients.
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Navigating patients through the Tall Tree ecosystem and matching them with the best-fit clinician and discipline for their needs.
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Answering questions about our services and our staff in a professional and timely fashion.
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Going above and beyond to ensure each patient’s needs are met.
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Taking action and following up on all patient inquiries and concerns.
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Making timely decisions to resolve patient complaints, advising with your Office Manager as needed.
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All other duties as may be assigned.
Clinician Support
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Registering patients in the Longevity Program by obtaining personal information and verifying medical coverage.
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Scheduling patient appointments using Jane and Juno EMR systems.
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Performing assigned word processing of correspondence, chart notes, reports, and medical billings using Jane and Juno EMRs, as directed by Longevity providers.
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Maintaining medication lists and completing forms and medical summary entries from provider reports.
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Maintaining patient records and data entry within Jane and Juno EMRs.
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Preparing patients for provider visits by greeting patients and welcoming them to the space.
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Ensuring treatment rooms are appropriately set up with the necessary supplies and equipment.
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Maintaining treatment room sanitization procedures and ensuring the room is adequately stocked according to accepted procedures.
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All other duties as may be assigned.
Administrative Support
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Submitting extended health claims to private insurers and third-party funders, such as Pacific Blue Cross, Canada Life, ICBC and WSBC in a timely manner.
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Collecting and applying payments from patients and third-party funders.
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Following up and chasing outstanding payments for patients and funders to maintain Accounts Receivables within acceptable ranges.
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Communicating with case managers and adjusters regarding patient treatment plans and payments as required.
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Supporting clinicians with treatment plan and report deadlines and submitting to funders as required.
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Communicating with patients on the status of their funding approvals as required.
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Answering general inquiries related to Tall Tree Health's Longevity Program and other clinical offerings and its policies and procedures.
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Providing appointment reminders and updates regarding appointment schedules to patients as required.
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Providing administrative support to specific Tall Tree Health programs and clinical areas as directed by the Operations Lead.
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All other duties as may be assigned.
Inventory & Stock:
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Orders, receives, stocks, and records medical office equipment, supplies, and supplements, as needed.
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Completes and places purchases orders, as needed.
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Ensures receipt of supplies, checks invoices against orders, and files invoices and inventory counts to the Accounting Team in accordance with reconciliation procedures.
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All other duties as may be assigned.
Qualifications:
Must Haves:
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Grade 12 education or equivalent.
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Graduation from a Medical Office Assistant course.
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Proficiency with computers and software including Microsoft Office, Juno, and Jane Practice Management, or similar software.
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Demonstrated ability to utilize and understand Medical Terminology.
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Ability to think outside the box and navigate complex situations.
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Excellent verbal and written communication skills.
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Demonstrated ability and willingness to go above and beyond to perform essential functions in a fast-paced environment with multiple competing demands.
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Interest and passion for working within a team, collaborating and engaging with a diverse range of professionals, and contributing to an exceptional work environment are a must.
Nice-To-Haves:
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Two years of recent related experience in a healthcare setting, or an equivalent combination of education, training, and experience.
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Experience working in an integrated healthcare setting.
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Experience working in Family and/or Sports Medicine.
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Experience or keen interest in Medicine 3.0 and longevity interventions.
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Awareness and understanding of the different options available to patients seeking care from allied health professionals.
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Post-secondary education or equivalent experience may be an asset.
REPORTS TO:
Operations Lead & Office Manager
If you are interested in applying, please answer all pre-screening questions and upload your resume. Applications without pre-screening questions answered will not be considered.
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