Job Summary
The Medical Office Assistant (MOA) is responsible for managing all incoming calls to the nursing line and ensuring that each inquiry is assessed, triaged, and addressed appropriately. This role also provides essential administrative and clinical support, including surgical bookings, processing external referrals, maintaining clinic schedules and logs, and assisting with general clinic operations as needed. In addition, this position serves as the primary point of contact for the alternate clinic worked and travelled to on Fridays, ensuring smooth operations and consistent communication across sites. The ideal candidate is organized, detail-oriented, and able to work in a fast-paced environment with a strong focus on patient care.
Responsibilities
Nursing Line Call Management:
- Answer all incoming nursing line phone calls promptly and professionally.
- Assess caller needs, provide appropriate information within scope, and route calls to nursing or clinical staff as required.
- Document call details accurately in the patient chart or call log.
- Prioritize urgent calls and follow established protocols for escalation.
Surgical Booking Coordination:
- Schedule surgical procedures in alignment with clinic and provider availability.
- Communicate preparation instructions and required documentation to patients.
- Liaise with surgical teams, providers, and external facilities to confirm bookings and ensure all required information is complete.
- Maintain accurate and up-to-date surgical calendars.
External Referral Processing:
- Receive, review, and process external referrals efficiently.
- Ensure all referral documentation is complete and entered into the system.
- Coordinate testing and exams in advance.
- Track referral status and update appropriate logs.
Clinic Schedule Management:
- Maintain and update clinic schedules for physicians, nurses, and allied health staff.
- Ensure appointment slots are used effectively and scheduling conflicts are minimized.
- Notify patients and providers of any schedule changes or cancellations.
Clinic Logs & Administrative Tasks:
- Maintain accurate clinic logs, including call logs, appointment logs, and procedure tracking.
- Assist with preparing charts, forms, and other documentation as needed.
- Support clinic workflows by assisting other team members during peak times or staff shortages.
General Clinic Support:
- Provide front-line support to patients and staff as required.
- Assist with patient flow, room preparation, or basic administrative tasks when needed.
- Uphold clinic policies, confidentiality standards, and infection control procedures.
Alternate Clinic (Fridays):
- Serve as the primary point of contact for the alternate clinic site worked and travelled to on Fridays.
- Manage communication between the main clinic, providers, and staff at the alternate location.
- Ensure all administrative processes—scheduling, intake, logs, and documentation—are maintained consistently across both sites.
- Support clinic operations on-site and troubleshoot issues as they arise to ensure seamless patient care.
Qualifications:
- Medical Office Assistant Certificate or equivalent experience.
- Previous clinic or healthcare setting experience preferred.
- Strong communication skills, both verbal and written.
- Ability to multitask, prioritize, and work independently.
- Proficiency with electronic medical records (EMR) systems.
- Excellent organizational and problem-solving skills.
Attributes for Success:
- Professional, friendly, and patient-focused demeanour.
- High attention to detail with strong accuracy in documentation.
- Ability to stay calm and efficient under pressure.
- Team-oriented and willing to help wherever needed.
Job Types: Full-time, Fixed term contract
Contract length: 12 months
Pay: From $18.00 per hour
Expected hours: 40 per week
Work Location: In person
