Paqtnkek Mi’kmaw Nation is seeking a highly organized, compassionate and community-focused Medical Administrator to join the Health Centre team.
Reporting directly to the Health Director, the Medical Administrator will provide day-to-day administrative and reception support to the Health Centre while coordinating medical appointments, maintaining accurate and confidential health records, communicating with health-care providers, and assisting community members in accessing health services.
A significant component of the position will be the coordination of medical transportation for eligible community members. This includes arranging transportation to medical appointments, hospitals, specialists and other health-related services, confirming appointments and transportation requirements, and ensuring that clients receive appropriate information and support.
The successful candidate must demonstrate excellent organizational and communication skills, respect for confidentiality, cultural sensitivity, compassion and the ability to work effectively with community members, families, health professionals and external service providers.
Key Responsibilities
Medical Administration
- Provide professional and welcoming reception services for the Paqtnkek Health Centre.
- Answer telephone calls, respond to inquiries and direct clients to the appropriate Health Centre staff or service.
- Schedule, confirm and coordinate medical and health-related appointments for community members.
- Assist clients with appointment information, including dates, times, locations, preparation requirements and transportation arrangements.
- Coordinate appointments with physicians, specialists, hospitals, clinics, diagnostic services and other health-care providers.
- Maintain accurate and up-to-date client information and medical administrative records.
- Update medical files, contact information, appointment information and other administrative documentation as required.
- Ensure appropriate documentation is received and filed following appointments and referrals.
- Assist with referrals and follow-up requests from health-care providers.
- Track outstanding appointments, referrals, reports and follow-up requirements and bring issues to the attention of the appropriate Health Centre staff.
- Assist with processing forms, correspondence, reports and other Health Centre documentation.
- Maintain organized electronic and paper filing systems.
- Assist Health Centre staff with data entry, statistics, reporting and administrative requirements.
- Prepare correspondence, letters, forms, spreadsheets and other administrative documents.
- Monitor Health Centre office supplies and assist with ordering as required.
- Receive and distribute mail, deliveries and other correspondence.
- Maintain a professional and welcoming reception area.
Medical Transportation Coordination
- Coordinate medical transportation for eligible Paqtnkek community members.
- Arrange transportation for medical appointments, specialist appointments, hospital visits, diagnostic testing, treatments and other approved health-related services.
- Confirm appointment details and transportation requirements prior to arranging transportation.
- Coordinate with transportation providers, drivers, health-care facilities and community members.
- Maintain accurate transportation schedules and records.
- Confirm pick-up and drop-off locations, appointment times and special transportation requirements.
- Coordinate transportation for individuals who may require additional assistance or specialized transportation.
- Communicate changes, cancellations or delays to clients and transportation providers.
- Follow up with community members regarding transportation arrangements when necessary.
- Maintain appropriate records of transportation requests, bookings, cancellations and completed trips.
- Ensure transportation arrangements are made in accordance with applicable Health Centre policies, funding requirements and program guidelines.
- Identify recurring transportation issues and bring them to the attention of the Health Director.
- Assist the Health Director with monitoring transportation activity, costs and service requirements.
Client & Community Support
- Provide respectful, professional and culturally appropriate service to community members.
- Assist clients in navigating the administrative aspects of accessing health-care services.
- Help clients understand appointment and transportation arrangements without providing medical advice.
- Recognize when an issue requires the involvement of the Health Director, Nurse, Community Health staff or another qualified health professional.
- Maintain positive working relationships with community members, families, health-care providers and external organizations.
- Handle sensitive and potentially stressful situations with patience, discretion and professionalism.
Records, Confidentiality & Compliance
- Maintain strict confidentiality of all client, medical and personal information.
- Ensure records are handled, stored and disposed of in accordance with applicable privacy legislation, policies and Health Centre procedures.
- Follow Paqtnkek Mi’kmaw Nation policies, Health Centre procedures and applicable federal/provincial requirements.
- Ensure documentation is complete, accurate and maintained in a timely manner.
- Report any privacy, confidentiality, safety or administrative concerns to the Health Director.
Qualifications & Experience
- Post-secondary education in Medical Office Administration, Health Administration, Business Administration or a related field is considered an asset.
- Previous experience in a medical office, health-care setting, administrative position or transportation coordination role is considered an asset.
- Experience working with First Nations communities or Indigenous health services is considered an asset.
- Experience scheduling medical appointments and maintaining confidential client records is preferred.
- Strong computer skills, including Microsoft Office and electronic record systems.
- Excellent organizational and time-management skills.
- Strong verbal and written communication skills.
- Ability to manage multiple appointments, transportation requests and administrative priorities simultaneously.
- Strong attention to detail and accuracy.
- Ability to work independently while also functioning effectively as part of a Health Centre team.
- Professional, compassionate and respectful approach when dealing with community members.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Knowledge of local health-care services and medical transportation resources is considered an asset.
- Knowledge of Mi’kmaw culture, community and health-service delivery is considered an asset.
- Mi’kmaw language proficiency is considered an asset.
Required Skills & Competencies
- Organization: Ability to coordinate multiple appointments, transportation bookings and administrative responsibilities.
- Communication: Clear, professional and compassionate communication with clients and health-care providers.
- Confidentiality: Ability to safeguard sensitive medical and personal information.
- Problem Solving: Ability to respond effectively to last-minute appointment or transportation changes.
- Customer Service: Commitment to providing respectful and client-centred service.
- Teamwork: Ability to work collaboratively with Health Centre staff and external partners.
- Technology: Ability to learn and effectively use electronic medical, scheduling and administrative systems.
- Cultural Competency: Respect for Mi’kmaw culture, community values and the unique needs of Paqtnkek community members.
Working Relationships
- Health Director
- Paqtnkek Health Centre staff
- Community Health Nurses and health professionals
- Community members and families
- Physicians and medical clinics
- Hospitals and specialist offices
- Diagnostic and treatment facilities
- Medical transportation providers
- Other Paqtnkek departments and service providers
Physical & Working Requirements
- Primarily office-based work within the Paqtnkek Health Centre.
- Frequent telephone and electronic communication with clients and external service providers.
- Ability to manage periods of high activity and competing priorities.
- May occasionally be required to assist with community-based administrative activities.
Additional Responsibilities
The Medical Administrator may be assigned other related administrative duties by the Health Director that are consistent with the position and operational needs of the Paqtnkek Health Centre.
Why Join Paqtnkek?
This position provides an opportunity to make a direct and meaningful contribution to the health and well-being of Paqtnkek community members. The successful candidate will play an important role in helping community members access timely medical care while ensuring that the Health Centre operates in an organized, professional and client-focused manner.
Closing Date: Until filled
Paqtnkek Mi’kmaw Nation is committed to providing a culturally respectful and inclusive workplace. Preference may be given to qualified candidates of Mi’kmaw ancestry in accordance with applicable employment policies and legislation.
Only those candidates selected for an interview will be contacted.
