Medical Office Administrator
Dr. Sheldon Wood Professional Corp.
Fredericton, NB

Job Summary
Provides a variety of reception and secretarial services to the patients, doctors and staff in a caring and supportive manner, and maintains confidentially of all information.

All applicants must supply:

  • Cover Letter
  • Up to date Curriculum Vitae (CV) / Résumé

which must include 3 references able to attest specifically to the qualifications listed below

Responsibility 1: General Patient Care

  • Escorts patients into examination rooms and prepares the patient for an examination as per the physician's instruction
  • Measures and documents patient weight, height, blood pressure, head circumference and length
  • Sets up the medical encounter in the EMR (electronic medical record) for each visit
  • Performs urine dips as necessary
  • Processes and organizes lab specimens to be sent to hospital

Responsibility 2: General

  • Orders and re-stocks office supplies
  • Maintains a clean and orderly work station, patient waiting area and common staff areas
  • Occasionally assists with the cleaning and maintenance of equipment and stocking/refreshing of exam rooms
  • Coordinates out-sourced services such as facility maintenance and cleaning
  • Performs daily office operating and closing procedures
  • Assists with the orientation of new staff and residents/students
  • Other related duties as may be assigned

Responsibility 3: Reception

  • Greets and registers arriving patients
  • Verifies information in the patient medical record
  • Manages patient waiting area and keeps patients informed of any delays
  • Coordinates patient movement and reports problems to the physician as appropriate
  • Operates the phone system, answers incoming calls and responds, screens, directs the call or takes messages as appropriate
  • Schedules and coordinates patient appointments
  • Assists with coordination of referrals to specialists, diagnostic imaging, and laboratory testing and conveys pertinent information to the patient
  • Processes payments for provincial, third party and uninsured services
  • Reconciles payments and re-submits unpaid bills

Responsibility 4: Administrative Support

  • Prepares reports, letters and general correspondence as required
  • Manages the physician's schedule
  • Processes incoming and outgoing mail, faxes and general correspondence
  • Provides general administrative support to the physician
  • Maintains effective communications with physicians and coworkers
  • Prepares routine and ad hoc reports using the EMR system
  • Typing of letters, other correspondence and special reports as requested

Responsibility 5: Collaboration

  • Given the collaborative nature of Uptown Family Medicine, other activities include: assisting the medical office staff of other family doctors in the clinic in, to the extent that it is necessary and appropriate, in order to ensure the well being of the clinic


Education and Experience:

  • Relevant post secondary education
  • Previous related experience in a medical office environment
  • Previous experience with Electronic Medical Records (EMR) is an asset (ideally Velante)
  • An equivalent combination of education and experience may be considered
  • CPR certified or willing to attend training on same

Job Skills and Demonstrate Abilities:

  • Knowledge of medical terminology
  • Strong computer skills including Microsoft Windows and office applications
  • Ability to effectively operate a switchboard/phone system
  • Ability to prioritize and perform a variety of tasks under pressure
  • Strong problem solving skills
  • Ability to work both independently and as part of a team
  • Ability to interact effectively with patients and health care providers

Personal Attributes:

  • Organized and efficient
  • Professional
  • Courteous, respectful, empathic and helpful
  • Self motivated

Working Conditions:

  • Part-time, 3-4 days per week. Occasional evening and weekend clinic hours
  • Clinical patient environment
  • Direct contact with patients who may potentially be infectious

Job Type: Part-time


  • medical office: 1 year (Preferred)


  • CPR (Preferred)