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Medical Office Assistant

1 month ago

Victoria, Canada Victoria Division of Family Practice Full time

**1-year part-time contract with possibility of extension**

**The Organization**

The Victoria PCN is developing a well-supported network of family physicians, nurse practitioners, nurses, and interdisciplinary clinicians who work together to deliver comprehensive, patient-centred primary health care services in Urban Victoria. It is a partnership between the First Nations Health Authority, local First Nations, Métis, Inuit and other Indigenous organizations, Victoria Division of Family Practice, Island Health, other community providers and patient partners. Strategic direction and oversight for the PCN is provided by the PCN Steering Committee.

**Contract Summary**

Reporting to PCN Director or designate and working closely with the Victoria PCN team members, the Medical Office Assistant will focus on supporting onsite and in-person clinical operations within the PCN. This is an ideal role for someone who thrives on cultivating positive relationships, developing efficient processes, has an exceptional attention to detail, good understanding of our healthcare system, and is familiar with clinical operations.

Team-based care for the benefit of patients and providers is key to the vision of the PCN. Building and managing respectful relationships, working collaboratively with primary care providers and PCN and clinical teams, and adapting to various environments, is crucial to success. Integral to the organization, this role offers complexity and diversity in supporting excellency and efficiency within the PCN.

**Scope of Work**

**Typical Day-Day Duties**:

- Supporting daily clinic operations, on-site, as the first point of contact in the clinic
- Providing reception, answering telephones, receiving faxes and greeting patients and clients
- Booking and maintaining clinicians’ client and patient appointment calendars as well as supporting the coordination of internal team meetings
- Efficiently utilizing multiple booking platforms: Jane App, MOIS EMR and Outlook
- Optimizing patient and clinician time by scheduling client and patient appointments efficiently
- Protecting patient's rights by maintaining the confidentiality of personal information
- Participating as a member of the clerical team by identifying issues of concern and proposing ideas and solutions where appropriate. Assists in maintaining administrative procedure manuals, supporting the Change Team with the development of workflows and other special projects
- Data-entry, patient and provider communications
- Providing the highest standard of patient care in a high-volume environment with numerous competing priorities
- Working collaboratively in team environments with other medical professionals, including Family Physicians, Nurse Practitioners, administrators, and interdisciplinary clinicians

**Duties specific to patient services**:

- Scheduling appointments using Jane App, MOIS EMR and Outlook
- Answering routine inquiries from staff, physicians, clients, families, and members of the public
- Determining from information received or observed behaviour whether a crisis/emergent situation exists and referring immediately to clinical staff if required
- Performing other duties as required

**Experience and skills**
- Grade 12 graduation, plus additional courses in Microsoft Office and at least 5 years’ experience in an administrative role.
- Experience working within medical clinics and proficiency with Electronic Medical Record systems is required
- Type at least 55 words per minute
- Proficient with Microsoft Office Application (e.g. Word, Outlook, Excel and Access)
- Able to operate related office equipment, e.g., photocopier, facsimile
- Strong oral and written communication
- Adept in dealing with multiple tasks and priorities
- Ability to work as a member of a client-focused team.
- Tactful, courteous and respectful manner when dealing with public
- Ability to act with discretion and maintain confidentiality

**Other Contract Details**
- 30 - 37.5 hours per week
- Hourly rate $30 - $34 per hour
- Ability to work remotely, and from clinic locations located within Greater Victoria area
- A valid driver’s license and access to a vehicle is preferred

**Job Types**: Part-time, Fixed term contract

**Salary**: $30.00-$34.00 per hour

Schedule:

- Monday to Friday

Application question(s):

- Have you included a cover letter? Only submissions with cover letters will be reviewed.

**Experience**:

- Medical Office Assistant: 1 year (preferred)

Work Location: Hybrid remote in Victoria, BC V8V 4Y9