Medical Office Administrator

3 weeks ago

Schomberg, Canada MD Aesthetic & Health Services Full time

**ABOUT MD AESTHETIC & HEALTH SERVICES**

Dr. Rhea Uy, Founder & Medical Director of MD Aesthetic & Health Services, strongly believes that the key to healthy skin is the synergy between self-care and healthcare. Self-care is not a luxury, but a necessity, and it all starts with Skincare - a path to empowerment. _“Where skin glows, energy flows, breaking down barriers and insecurities, setting one's inner glow free”_ - Dr. Rhea Uy

MD Aesthetic & Health Services offers medical-grade skincare, aesthetic and feminine wellness treatments that are safe, effective and delivered at the highest standard by its Board-Certified Aesthetic Physician, Dr. Rhea Uy. It is committed to helping patients achieve and maintain a lifetime of healthier skin and confidence, through a holistic, evidence-based, and sustainable care tailored for each.

To better support Dr. Rhea Uy in her campaign for a healthier skin for the GTA, MD Aesthetic & Health Services is growing its team in its Schomberg, ON clinic.

**POSITION OVERVIEW**

Reporting to the Owner & Medical Director, the on-site Medical Office Administrator plays an important role in ensuring the smooth operation of the aesthetic medical office. This role is located at the clinic in Schomberg, ON and it involves managing all administrative tasks, coordinating patient bookings, providing exceptional customer service to our patients, and working with the Clinical Assistant to have a favorable synergy in the work environment. The hours of work are directly related to the clinic’s operations, which are Mondays, Tuesdays, Thursdays, Fridays and Saturdays.

**RESPONSIBILITIES**

**Office Operations & Patient Services**
- Greeting all patients and visitors warmly to ensure everyone has a positive first impression.
- Scheduling patients for new and follow up appointments, under the consideration of the patient and Dr. Rhea Uy’s availability.
- In the absence of the Clinical Assistant, the Medical Office Administrator will be responsible to capture images of the patient, prior to the appointment and on the basis for the booked procedure.
- In the absence of the Clinical Assistant, the Medical Office Admin will be responsible for preparing the treatment room in anticipation of the next procedure, taking into account sanitary measures.
- Updating the Jane App with patient information and coordinating patient intake processes, including registration and documentation.
- Verify patient details and required forms are completed on the Jane Application.
- Maintain the patient electronic health records accurately in the Jane Application to ensure the clinic maintains confidentiality as per PIPEDA regulations.
- Process payments after patient’s appointment with Dr. Rhea Uy and assist patients with any billing inquiries.
- Be in contact with patients for refills of skin-care products previously purchased to ensure the patient is in compliance with doctor recommended skin care regimen.
- Always maintaining a professional and mature demeanor for visitors, patients, vendors, suppliers and staff.
- Assist team with maintaining cleanliness and compliance to infection prevention and control measures (IPAC) of the clinic and office environment.
- Other duties as assigned.

**Inventory Control**
- Thoroughly understand the skincare product line that the clinic utilizes in procedures and in the retail sales division.
- Manage all inventory, medical supplies as well as patient merchandise.
- Identify if levels of inventory are adequate, taking necessary steps to ensure the identified products are purchased from suppliers. Maintaining a favorable working relationship with vendors and suppliers.
- Provide a weekly inventory count of treatment supplies, patient merchandise, and office supplies.
- Reporting discrepancies between physical counts and computer records.
- Distributing and re-stocking merchandise as necessary.
- Sign off on received inventory and document as part of inventory count

**QUALIFICATIONS**
- Minimum of 1 - 2 years of experience working in a Medical Aesthetic environment.
- Completion of college diploma in medical office administration or is in progress.
- Basic CPR + First-Aid training will be considered an asset.
- Proficiency with electronic medical record (EMR) systems, specifically the Jane Application, Microsoft Office Suite and/or the Google platform.
- Strong English communication skills, interpersonal skills, and a strong ability to interact effectively and professionally with patients and staff.
- Excellent attention and accuracy in the fine details.
- Solid understanding of medical aesthetic terms and procedures.

**WORK LOCATION**

MD Aesthetics is currently based in Schomberg, ON and this is where the Medical Office Administrator will be based.

**OUR COMMITMENT TO DIVERSITY**

MD Aesthetics & Health Services is strongly committed to a diverse, equitable, and inclusive work environment. We especially welcome applicants from persons of colour, women, people wit

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