Medical Office Assistant

Provides medical reception, administrative support and records management services for the PQCHC clinic and teams.

Job Specific Responsibilities

Direct Client Service

• Greets clients in a welcoming, patient, non-judgmental fashion, and screens appropriately for infection prevention and control
• Verifies and updates client information in the Electronic Medical Record (EMR)
• Registers and checks client into EMR schedule
• Schedules in person, phone or virtual appointments with clients and cultural interpreters via EMR
• Notifies clients of cancellations or changes to appointments, rebooking as needed
• Answers clinic phone line telephone calls : provides information, schedules appointments, or redirects as appropriate.
• Records telephone messages in EMR and sends to appropriate staff member

Administrative & Records Management

• Creates and updates EMR client records
• Processes incoming mail and faxes, uploading and directing documents via EMR as needed
• Processes requests for transfer of medical records, preparing and sending health care information as requested and recording passwords in EMR as needed
• Checks and processes EMR MOA message inbox regularly
• Assists with Provider tasks, i.e., faxing prescription, scanning documents, calling clients for pick up
• Scans and uploads documents into EMR as required
• Respond to urgent requests from Providers
• Utilizes secure messaging communication system with clients
• Fax documents as required
• Processes referrals through the EMR (includes internal, external and e-referrals)
• Ensures clients are aware of their appointments when needed
• Requests consult notes, test results and other client’s information from hospitals and specialists’ offices
• Updates the EMR address book
• Performs all other Medical Office Assistant procedures listed in Policies and Procedures Manual.

Teamwork and Collaboration

• Attends clinic, medical office assistant, general staff and other meetings as requested.
• Provides health promotion activities as appropriate to the position.

Other

• Ensures client confidentiality is always maintained during interactions with clients and staff
• Carries out opening and closing procedures of MOA clinic area
• Ensures cleanliness and organization of MOA clinic area
• Works flexible hours including evenings.
• Follows Infection Prevention and Control practices related to routine practices and additional precautions
• Performs other related duties as assigned

Qualifications

• Secondary school diploma and medical secretarial training.
• Experience using Electronic Health Record systems
• Proficiency in typing and word processing, experience with data entry also desirable.
• Two to three years medical reception and / or basic records management experience in a clinical setting.
• Experience dealing with the public in a mature manner.
• Experience working with diverse populations.
• Fluency in English. Fluency in any other languages would be an asset.