Medical Office Assistant

3 months ago

Regina, Canada Dr. Fahlman - Medical Practice Full time

**Job Title: Medical Office Administrative Assistant**

**Location**: Regina
**Employment Type**:.75 FTE

**Job Summary**:
Busy medical clinic, led by a sole rheumatologist, is seeking a highly organized and detail-oriented Medical Office Administrative Assistant to support the smooth operation of the practice. This role is critical in ensuring both administrative and clinical functions are seamlessly managed, including patient scheduling, communications, and data entry. As a key team member, the assistant will be responsible for managing the day-to-day tasks that keep the clinic running efficiently, helping maintain an organized, professional, and patient-centered environment.

**Key Responsibilities**:

- **Phone Line Management**:

- Responsible for answering phones and providing exceptional assistance to patients and callers.
- Take accurate phone messages and enter them into Accuro.
- Regularly check and update recorded phone messages based on the clinic’s schedule.
- **Appointment Booking and Patient Management**:

- Schedule in-person and virtual appointments.
- Enter new referral patients into Accuro, send appointment letters, and handle referral communications (e.g., fax wait time letters or decline letters to referring physicians).
- Call patients one week prior to their appointments for reminders.
- Greet patients upon arrival, update their personal information, and direct them to the exam room.
- **Clinical Support**:

- Maintain and restock exam rooms with necessary supplies (medical items, gowns, wipes, etc.).
- Keep exam rooms organized and clean between appointments and at the end of the day.
- Label and manage patient samples before patients leave the office.
- **Administrative Support**:

- Compose and send various letters and correspondence (e.g., non-consult letters, invoices).
- Manage forms such as lab requests, insurance forms, referrals, and other medical documentation.
- Scan, file, and e-file documents into the appropriate patient charts in Accuro.
- Check and process incoming faxes in Accuro.
- **Database and System Management**:

- Maintain and update patient and doctor databases in Accuro.
- Ensure the Accuro program is updated with current forms and templates.
- **Scheduling and Timekeeping**:

- Develop and maintain the Doctor’s monthly and yearly work schedule.
- Enter and submit monthly time sheets for the Doctor.
- Record and maintain the monthly on-call schedule in Accuro, ensuring accuracy.
- **Office Management**:

- Screen and manage visits or calls from medical representatives, scheduling meetings when necessary.
- Order medical supplies, business cards, and other items as needed.
- Maintain and update the work computer at the main reception desk.
- Complete daily confidential paper shredding and organize patient handout materials.

**Qualifications**:

- Previous experience in a medical office or administrative role is preferred.
- Proficiency with Accuro or other EMR (Electronic Medical Records) software is preferred.
- Strong organizational skills and attention to detail.
- Excellent communication and customer service skills.
- Ability to multitask and prioritize tasks in a fast-paced environment.
- Proficiency with Gmail, Microsoft Word, and Microsoft Excel.

**Working Hours**:

- **In-office**: Required to be in the office on **Tuesday, Wednesday, and Thursday** from 8:00 AM to 4:00 PM.
- **Optional Remote**: Monday and Friday mornings (hours vary) can be worked remotely when circumstances allow.

The office is closed for most school holidays and select summer holidays allowing for holiday time and/or remote work.

**Compensation**: Negotiable, based on experience and skill set.

**Job Type**: Permanent

Pay: $16.75-$22.00 per hour

Expected hours: No less than 25 per week

Additional pay:

- Bonus pay

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Experience**:

- Medical office experience: 1 year (required)
- Electronic medical records: 1 year (required)
- Administrative experience: 1 year (required)
- Customer service: 1 year (required)

Work Location: In person

Application deadline: 2024-09-30
Expected start date: 2024-10-01

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