Medical Office Assistant: Primary Care
ABOUT US
Bonne Vie Medical is a nature-inspired health, wellness, and medical aesthetics clinic located at Coquitlam Centre, Coquitlam’s busiest mall. Our beautifully renovated, street-level space features floor-to-ceiling windows, abundant natural light, warm wood finishes, and lush greenery to create a calm and welcoming environment. With direct access from the parking lot, unlimited free parking, and steps from the SkyTrain and West Coast Express, we combine comfort with convenience.
Our interdisciplinary team includes family physicians, nurse practitioners, naturopaths, registered nurses, licensed practical nurses, cosmetic injectors, social workers, and a strong administrative and operations team. We focus on personalized, high-quality care in a supportive environment designed for both patients and providers.
Bonne Vie Medical is a technology-enabled and highly systems-oriented clinic. We rely heavily on digital tools, automation, EMRs, cloud-based workflows, AI tools, and technology-driven processes to improve efficiency and patient experience. The ideal candidate is highly comfortable with technology, learns new systems quickly, and enjoys working in a modern, tech-forward environment.
ABOUT THE ROLE
We are hiring an experienced Medical Office Assistant to support the day-to-day operations of our primary care department.
This role is best suited for a highly organized, mature, and proactive professional who thrives in a fast-paced healthcare environment and can independently manage competing priorities with professionalism, sound judgment, and attention to detail.
The ideal candidate brings strong administrative and patient coordination experience, excellent communication skills, and the ability to support both patients and providers in a calm, efficient, and solutions-oriented manner.
You will play a central role in maintaining smooth clinic flow, supporting providers, coordinating patient communication, and ensuring a high standard of operational excellence throughout the patient experience.
We are seeking someone who is dependable, highly organized, adaptable, and able to bring a calm, solutions-focused approach to a busy clinical environment while supporting both patients and providers with professionalism and care.
KEY RESPONSIBILITIES
Clinic Operations & Patient Flow
- Coordinate daily patient flow and support efficient clinic operations.
- Greet and assist patients in a warm, professional, and timely manner.
- Schedule, reschedule, and manage appointments with accuracy and attention to detail.
- Support providers through strong organization, communication, and operational follow-through.
- Help maintain a calm, organized, and professional clinic environment throughout the day.
- Anticipate operational needs and proactively address issues before they impact patient care or clinic flow.
Patient Communication & Administrative Coordination
- Handle patient inquiries, phone calls, and email communication professionally and efficiently.
- Coordinate patient follow-ups, recalls, referrals, and administrative requests.
- Maintain accurate EMR documentation, chart organization, and administrative records.
- Process payments and support front-desk administrative workflows as needed.
- Ensure confidentiality and professionalism when handling sensitive patient information.
Clinical & Laboratory Support
- Perform patient intake duties including vital signs and basic clinical support as required.
- Coordinate specimen labeling, laboratory handling, and courier logistics accurately.
- Prepare and turnover exam rooms efficiently between patients.
- Ensure exam rooms and clinic areas remain organized, stocked, and operationally prepared throughout the day.
- Monitor inventory levels and proactively coordinate supply ordering as needed.
Team & Operational Support
- Help uphold clinic standards, workflows, and operational consistency.
- Contribute to process improvements and clinic efficiency initiatives.
- Support onboarding and guidance of newer team members when needed.
- Collaborate closely with providers and the broader interdisciplinary team to support a seamless patient experience.
QUALIFICATIONS
Required Experience & Skills
- Minimum 2 years of experience in an administrative, office, customer service, or healthcare environment.
- Strong proficiency with technology, digital tools, and cloud-based software platforms.
- Highly comfortable learning and using new systems, workflows, and AI tools.
- Strong proficiency with EMR systems, scheduling platforms, Gmail, Google Drive, and digital administrative workflows.
- Demonstrated ability to independently manage multiple priorities in a busy environment.
- Excellent organizational skills with strong attention to detail and follow-through.
- Strong written and verbal communication skills with a polished and professional presence.
- Demonstrated maturity, reliability, and sound professional judgment.
- Ability to remain calm, organized, and patient-focused under pressure.
- Comfortable taking initiative, solving problems independently, and anticipating clinic needs.
- Strong sense of accountability, ownership, and teamwork.
- Experience with clinical intake, vital signs, specimen handling, or laboratory coordination is considered an asset.
Preferred Qualities
- Strong interpersonal skills and emotional intelligence.
- A solutions-oriented mindset with a proactive approach to problem solving.
- High level of professionalism and discretion.
- Ability to adapt quickly in a dynamic and evolving clinic environment.
- Commitment to maintaining a positive and respectful workplace culture.
SCHEDULE
- Full-time
- Monday to Friday
- Typical shifts: 11:00 AM to 6:00 PM
- In-person role located in Coquitlam, BC
BENEFITS
- Competitive compensation based on experience
- Staff discounts on clinic services, including aesthetics and naturopathy
- Supportive and collaborative team environment
- Beautiful newly renovated clinic space
- Free unlimited parking and short walk to skytrain and West Coast Express
- Opportunities for long-term growth and development
HOW TO APPLY
Please submit your resume and complete the mandatory pre-screening questions. Applications without completed screening questions will not be considered.
Pay: $25.00-$30.00 per hour
Benefits:
- On-site parking
- Paid time off
Application question(s):
- How many years of experience do you have working in an administrative role?
- Do you have experience with patient intake, referrals, specimen handling, laboratory coordination, or other healthcare-related administrative tasks?
- Have you used AI tools such as ChatGPT, AI note-taking tools, or workflow automation tools? If yes, which ones?
- Please rate your comfort level from 1 to 5 with Gmail, Google Drive, EMRs, and spreadsheets.
- Are you available to work full-time Monday to Friday, 11:00 AM to 6:00 PM?
- If needed can you stay past 6pm?
- Are you able to work on weekends?
- What is your expected hourly wage for this role?
- How soon can you start?
- Are you legally eligible to work in Canada? If yes, please specify your status.
- Writing Exercise
In 1 to 2 short paragraphs, respond to the following scenario:
A patient calls requesting an urgent prescription refill. They run out tomorrow and are leaving for a trip in two days, but the provider’s schedule is fully booked. How would you handle the situation?
Please paste here the link to a short 1 to 2 minute Loom video (free to record) introducing yourself and explaining why you believe you would be a strong fit for this role.
Please speak naturally and professionally. Do not read from a script. https://www.loom.com/
Work Location: In person
