Medical Office Assistant Cas

Hours: As required

Closing Date: November 1, 2024

Anticipated Start Date: November 11, 2024

Location(s): Penticton

Job Summary:

The Medical Office Assistant position is an administrative and clerical position designed to support Providers (Family Physicians & Nurse Practitioners) and patients at the clinic.

The Employer:

A progressive, not for profit organization, OneSky has been serving the South Okanagan Similkameen for over five decades. Guided by our core belief that we’re all in this together, living under a single sky, our goal is to create a way forward for everyone. We champion and support individuals to reach their full potential, work to remove barriers and support individuals through a diverse range of services. OneSky values diversity, accessibility, respect, accountability, integrity, and collaboration. We provide a competitive salary, comprehensive health and wellness benefits, a great pension plan (Municipal Pension Plan) and a supportive, collaborative, and fun work environment. OneSky is a great place to work!

Reporting Relationships:
The Medical Office Assistant position reports to the MOA Coordinator with OneSky Community Resources. The position’s work is directed by both Interior Health’s Clinic Manager and the Martin Street Outreach Clinic’s Provider Collective.

About the Martin Street Outreach Clinic:

The Martin Street Outreach Clinic is an initiative to help patients from some of our most vulnerable populations get the health services they need to improve their quality of life. This is an environment where primary care providers work collaboratively with mental health professionals and therapists to ensure patients have well-rounded medical and community support. During daytime hours, a team of healthcare professionals, including physicians, nurse practitioners, nurses, and other allied health professionals, will provide long-term primary care to individuals with mental health and substance use needs. It is an OAT Clinic which provides a prescribed medicine, such as methadone or suboxone, in a supervised clinical setting to treat people who have a problematic pattern of opioid use.

About the Urgent & Primary Care Centre:

During evenings and weekends, the clinic operates as an Urgent Care Centre where individuals, families and seniors can access everyday health care and provide patients with information to get themselves connected with the Health Connect registry.

Qualifications:

• Medical Office Assistant Certificate/Diploma or Certificate in Office/Administration or an equivalent combination of education and experience in an administrative setting, preferably a clinic.
• Experience working with vulnerable populations - marginalized, elderly and those with substance use and mental health issues. Training in trauma-informed practice is an asset.
• Customer service background an asset.
• Strong time management, multi-tasking, organizational and scheduling skills.
• Excellent English written and verbal reporting skills.
• Strong knowledge of computers (Basic Word and Excel programs).
• EMR knowledge of Med Access and/or Meditech.
• Ability to manage confidential and sensitive information.
• Understanding of working with interdisciplinary teams and/or team-based care environments.
• Ability to work effectively with others in both team and one-on-one settings.
• Knowledge and awareness of appropriate community medical resources.
• Strong interpersonal and communication skills.
• Ability to work well under pressure, either related to deadlines or unforeseen circumstances.
• Ability to support people from marginalized communities. An empathetic communicator who can adapt to the variety of client needs which arise daily.

Responsibilities:

• Perform all clerical and support duties for Providers to maintain an efficient and fast-paced clinic environment. This includes providing necessary documents/labs to all Providers on duty for review.
• Facilitate an efficient office flow pace through patient appointment bookings, telephone conferencing and meetings as set out by the Clinic Manager and Providers. Ensure the Providers’ daily schedule runs on time.
• Ensure a consistent and welcoming presence at the clinic’s reception desk.
• Treat patients, guests, and colleagues in a respectful and supportive manner.
• Greet incoming patients, update patient information, bring them into the exam room and book any necessary appointments as needed.
• Maintain oversight and awareness of patient waiting areas and washrooms and provide essential assistance or redirecting issues/questions to the Clinic Manager or other delegate as needed.
• Manage incoming and outgoing phone calls, emails, and faxes. Relay messages to Providers in a timely manner.
• Collect and manage incoming forms and information requests to be completed by Providers at appropriate times.
• Obtain charts, medical reports, lab results and x-rays from internal and external sources as requested by Providers.
• Send appropriate requisitions, documentation, referrals, and paperwork by fax daily. Telephone or transmit test results and medical information to patients, physicians, and others according to established procedures.
• Manage and complete tasks set forth by each Provider in a timely manner.
• Maintain filing systems for patient records, correspondence, and requisitions.
• Prepare technical and non-technical material such as correspondence, medical reports, statements, and medical billing. Using computer and software applications such as EMR, word processing, spreadsheets, and accounting programs.
• Protect patient confidentiality by ensuring the security of patient information.
• Prep exam rooms and patients for appointments, including ensuring appropriate supplies for complete physical exams, PAP smears and minor procedures are available.
• As needed, perform patient measurements such as height, weight, abdominal & head circumference, visual acuity exams, urinalyses, etc. (typically done by nurses).
• Assist Providers with chaperoning exams and minor procedures as requested.
• Chart any necessary documents into the correct patient chart on Med Access.
• Properly label all specimen containers, Pap smear slides, and swabs collected for delivery to the lab for analysis daily.
• Communicate and send daily appropriate billing documentation to the Billing Clerk. Submitting Providers’ billings through Teleplan and MSP, including third-party billings such as WCB, ICBC, RCMP, and DVA.
• Receive payments for a variety of patient bills and sundry accounts, recording payments, issuing change and receipts.
• Upon Provider requests, arrange referrals to other health care providers and book patient appointments with specialists and diagnostic service agencies. Notify patients regarding appointment times and provide additional information as required.
• Set up new patient referrals for long-term primary care with a Social Worker for the intake process.
• Manage Patient Recall list for Repeat appointments and procedures.
• Participate in data collection, evaluation and quality assurance tasks as requested.
• Recognize and respond to potential emergency situations with confidence and ease.
• Ensure health and safety standards are adhered to.
• Perform other duties as required.