Position Summary
The Medical Office Assistant / Office Manager is responsible for overseeing the day-to-day administrative operations of the clinic, supervising administrative staff, supporting physicians and clinical workflows, managing payroll and scheduling, coordinating inventory and supply procurement, assisting with delegated clinical duties, and performing physician billing reconciliation.
The successful candidate will be a proactive problem-solver with excellent organizational skills, strong leadership abilities, and a commitment to providing outstanding service to patients and physicians.
Key ResponsibilitiesMedical Office Assistant Duties
- Welcome patients and visitors in a professional and compassionate manner.
- Register and check in patients.
- Schedule, reschedule, and confirm appointments.
- Manage physician schedules and appointment templates.
- Answer and direct incoming telephone calls.
- Process incoming and outgoing correspondence, mail, and faxes.
- Scan, upload, and organize patient documentation within the EMR.
- Manage referrals, consultations, and diagnostic requisitions.
- Process laboratory and imaging reports.
- Assist with patient recalls and preventative care initiatives.
- Maintain strict confidentiality and compliance with PHIPA requirements.
- Support physicians with administrative and patient care workflows.
Office Management Duties
- Supervise, support, and mentor administrative staff.
- Coordinate staff scheduling, vacation requests, and coverage.
- Assist with recruitment, onboarding, and training of new employees.
- Conduct performance monitoring and provide ongoing staff support.
- Develop and maintain office policies, procedures, and workflows.
- Coordinate staff meetings and internal communications.
- Support clinic leadership with operational planning and implementation.
- Troubleshoot operational issues and implement process improvements.
- Ensure efficient daily clinic operations and excellent patient service.
Payroll and Human Resources
- Prepare and process payroll information accurately and on time.
- Maintain employee records and scheduling systems.
- Track vacation, sick time, and other employee entitlements.
- Assist with workplace health and safety initiatives.
- Support compliance with employment standards and clinic policies.
Physician Billing & Financial Reconciliation
- Perform physician billing reconciliation and revenue tracking.
- Review physician billings against EMR records and submitted claims.
- Investigate rejected claims, billing discrepancies, and payment variances.
- Monitor outstanding claims and coordinate corrections and resubmissions.
- Assist physicians with OHIP, WSIB, third-party, and uninsured billing processes.
- Generate regular billing and productivity reports.
- Assist with month-end financial reconciliation activities.
- Liaise with external billing providers, accountants, and clinic leadership as required.
- Maintain accurate and confidential financial records.
Inventory & Supply Management
- Track inventory levels for medical and office supplies.
- Order supplies and maintain appropriate stock levels.
- Monitor supply utilization and costs.
- Coordinate vendor relationships and obtain quotations when required.
- Receive, organize, and distribute incoming shipments.
- Ensure examination rooms and clinical areas remain fully stocked and operational.
Clinical Support Duties
- Prepare examination rooms and equipment.
- Assist physicians and nursing staff with patient flow and clinical procedures.
- Administer injections and immunizations where appropriately trained and delegated.
- Assist with specimen collection and handling in accordance with training and clinic protocols.
- Support vaccine inventory management and cold-chain monitoring.
- Maintain infection prevention and control standards.
- Assist with delegated clinical activities within scope of training and clinic policy.
Pay: $26.00-$28.00 per hour
Benefits:
- Extended health care
- On-site parking
Work Location: In person
