Medical Office Assistant, Regular Full-time

6 months ago

Ottawa, Canada Pinecrest Queensway Community Health Centre Full time

**Position Title**: Medical Office Assistant

**Status**: Regular Full-time, 35hrs per week

**Salary**: $21.958/hr to $25.834/hr

**Department**: Integrated Health Services

**Application Deadline**: Until Filled
Who are we?
Pinecrest-Queensway Community Health Centre is an innovative community based, multi-service center. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who are most vulnerable and at risk. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process you require an accommodation due to a disability, Please let us know the nature of the required accommodation.
Job Summary
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

Common Responsibilities
- Working in a manner that preserves confidentiality and seeks to minimize risk as per Privacy and Confidentiality Policies and Procedures.
- Working in a manner that incorporates health promotion and recognizes the determinants of health.
- Incorporating and strengthening collaborative and interdisciplinary teamwork.
- Respecting and valuing the diversity of communities and individuals.
- Contributing to the Centre’s activities to collect, analyze and report on data and relevant information, and participate in research.
- Maintaining competence, and where applicable, a professional license to practice.
- Supporting the Centre’s student and volunteer placement programs.
- Promoting awareness of and participation in Centre activities.
- Contributing to the Centre’s work by participating in meetings and committees.
- Working during both regular and extended hours of operation in locations identified by the Centre.
- Contributing to the Centre’s practices of hiring, orienting and training of staff.
- Contributing to the Centre’s efforts to secure and maximize resources for current and new programs, services and activities.
- Participating in the Centre’s efforts to enhance its capacity through staff development.
- Working in a manner that supports the Centre’s Occupational Health and Safety policies and procedures.

**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

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