Position Summary
The Medical Administrative Assistant provides administrative, scheduling, and patient care coordination support for a busy specialty physician practice. This role requires exceptional organizational, communication, and customer service skills, with the ability to manage multiple priorities in a fast-paced healthcare environment.
The successful candidate will work closely with the physician to ensure efficient clinic operations, excellent patient experiences, accurate documentation, and timely follow-up of referrals, investigations, and correspondence.
Expected start date: August 24th for two weeks of paid training
Work Schedule and Benefits
- Monday to Friday, 8:00 a.m. to 4:00 p.m.
- Paid lunch break in recognition of the operational requirements of the practice and the need to support patient care throughout the day.
- Paid statutory holidays.
- Two (2) weeks of paid vacation annually.
- Three (3) paid personal days per calendar year.
- Paid office closure during the Christmas and New Year holiday period, typically five (5) to seven (7) business days.
- Vacation requests must be approved by the Physician to ensure appropriate clinic coverage and continuity of patient care.
Key ResponsibilitiesPatient Reception and Scheduling
- Greet patients and visitors in a professional and courteous manner.
- Answer and manage incoming telephone calls, emails, and patient inquiries.
- Schedule, confirm, and reschedule appointments.
- Register patients and maintain accurate demographic and health information.
- Provide appointment reminders and explain clinic processes and services.
Medical Administration and Patient Coordination
- Prepare, maintain, and organize patient medical records and charts.
- Track and follow up on investigations, diagnostic testing, and outstanding results.
- Coordinate referrals and ensure all supporting documentation is completed and transmitted.
- Prepare patient correspondence, medical letters, forms, and work absence notes, including collection of applicable fees.
- Manage the physician’s schedule within the EMR, Outlook, and other scheduling platforms.
- Communicate effectively with patients, healthcare providers, and external organizations.
Billing and Documentation
- Prepare billing sheets and supporting documentation.
- Facilitate submission of insured and non-insured claims.
- Ensure accurate, timely, and confidential handling of all patient and billing information.
Clinical and Office Support
- Support patient flow and assist in minimizing wait times.
- Escort patients to examination rooms and act as a medical chaperone when required.
- Prepare examination rooms with necessary equipment and supplies.
- Perform general administrative duties including filing, scanning, faxing, photocopying, and data entry.
- Manage incoming and outgoing correspondence, faxes, and mail.
Inventory and Clinic Operations
- Maintain examination rooms and clinic supplies.
- Order and organize medical, office, and patient-care supplies.
- Monitor inventory of instruments, samples, and specialty clinic supplies.
- Coordinate instrument processing with Central Sterile Reprocessing (CSR) as required.
- Assist with onboarding and training of new staff.
- Support clinic initiatives, workflow improvements, and other duties assigned by the Physician.
Qualifications,
Education and Experience
- Post-secondary education in Medical Office Administration, Health Administration, or a related field is preferred.
- Previous experience in a medical office, hospital clinic, or specialty practice is preferred.
- Experience with Electronic Medical Records (EMR) systems is required.
- Familiarity with Scarborough Health Network (SHN) hospital administrative systems is a strong asset.
- Knowledge of medical terminology, referrals, scheduling, and healthcare billing is preferred.
Skills and Competencies
- Strong organizational, multitasking, and time-management skills.
- Excellent verbal and written communication abilities.
- Exceptional customer service and patient relations skills.
- High level of professionalism, discretion, and attention to detail.
- Proficiency with Microsoft Office, Outlook, EMR systems, and related healthcare software.
- Ability to work independently and collaboratively in a busy clinical environment.
Language Requirements
- Fluency in English is required.
- Ability to speak Mandarin or another language is considered a significant asset.
Pay: $20.00-$22.00 per hour
Benefits:
- On-site parking
- Paid time off
Work Location: In person
