The Medical Office Assistant (MOA) plays a vital role in ensuring the smooth operation of a busy family practice clinic. This position supports physicians, nurse practitioners, and other healthcare professionals by providing exceptional administrative and patient care assistance. The MOA is often the first point of contact for patients, ensuring they feel welcomed and respected while keeping the clinic workflow efficient and organized.

Responsibilities of the role

• Patient Reception & Communication
• Greet and check in patients in a courteous, professional manner.
• Answer and direct phone calls, emails, and other inquiries promptly.
• Schedule, confirm, and reschedule patient appointments using the clinic’s EMR system.
• Verify patient demographics, insurance coverage, and MSP details at each visit.
• Provide patients with appropriate forms, instructions, and educational materials.
• Clinical & Administrative Support
• Prepare examination rooms, ensuring cleanliness and availability of required supplies.
• Assist physicians and nurses with procedures (e.g., vital signs, ECGs, specimen collection).
• Process referrals, diagnostic requisitions, and specialist appointments.
• Maintain accurate and confidential patient records in the EMR system.
• Handle prescription refill requests in accordance with clinic protocols.
• EMR & Documentation Accurately enter and update patient information in the EMR.
• File and retrieve patient test results, ensuring timely review by clinicians.
• Manage incoming and outgoing faxes, ensuring urgent matters are flagged appropriately.
• Prepare reports, correspondence, and forms as requested by providers.
• Office Operations & Coordination Monitor and order medical and office supplies.
• Maintain clinic cleanliness, organization, and infection control standards.
• Assist with billing and payment collection, including MSP, private pay, and ICBC/WCB claims.
• Support other team members in a collaborative, fast-paced work environment.

Position Requirements

• Completion of a recognized Medical Office Assistant certificate program is an asset
• Previous experience in a family practice or primary care clinic is required.
• Proficiency in OSCAR EMR systems is required
• Strong organizational skills with the ability to multitask and prioritize.
• Customer service focus and strong people skills
• Excellent communication and interpersonal skills.
• Proficient computer skills and ability to troubleshoot minor IT problems
• Ability to handle sensitive information with professionalism and confidentiality.

Physical & Work Environment Requirements

• Ability to work in a fast-paced, high-volume clinic setting.
• Prolonged periods of standing, walking, and computer use.

Full-time Benefits:

• Dental care
• Extended health care