Medical Office Administrator

2 days ago

Ottawa, Canada TMS Life Full time

**JOB TITLE : Medical Office Administrator, Community Mental Health Clinic (TMS Life)**

**Location**: Suite 300, 250 City Centre, Ottawa, ON

**Job Type**: Full-time, in-person (no remote work available)

**Hours**: Monday - Friday, 8:00am to 4:00pm

**About us**:
Welcome to TMS Life - we are a rapidly growing private mental health clinic that specializes in providing cutting edge diagnostic tools and treatments for depression, OCD and other mental health conditions. We currently provide repetitive Transcranial Magnetic Stimulation (rTMS) and Ketamine Assisted Psychotherapy.

rTMS and other evidence based and helpful treatments are not currently accessible or covered in our public healthcare system. Therefore, TMS Life was founded in September 2023 by our psychiatrist, Dr. Chris Taplin, to fill this gap and provide more options for people struggling with mental health concerns. Our goal is to instill hope in our clients, provide a high quality of care and to continue to advance and adopt evidence based mental health treatments as they become available.

We are looking for a friendly and experienced Medical Office Administrator to be the welcoming face of our clinic. If you have a passion for helping others and thrive in a dynamic, patient-focused environment, we’d love to hear from you. This role combines essential administrative tasks with front desk duties to ensure our clinic runs smoothly and our patients feel valued and cared for.

**Responsibilities**:

- Greet clients and visitors warmly and professionally
- Manage the front desk, answering and directing phone calls
- Schedule and confirm appointments using the Electronic Medical Record (Telus CHR)
- Provide information to clients regarding TMS and other services, as appropriate.
- Assist with patient intake processes, including collecting and verifying necessary information.
- Maintain accurate patient demographic and contact information.
- Process payments and record transactions to ensure proper billing procedures
- Assist with inventory management and ordering supplies/equipment
- Work closely with our clinic staff to ensure seamless patient and clinic operations
- Process incoming mail and faxes, uploading and directing documents via EMR as needed
- Other duties as required.

**Educational Qualifications**:

- High school diploma or equivalent; additional education or certifications in healthcare administration is a plus.
- Post-secondary education, such as an associate degree or coursework in healthcare administration or a related field preferred.
- Medical terminology course or equivalent experience preferred.

**Professional Experience**:

- Familiarity with healthcare environments including exposure to patient interactions and interdisciplinary clinical teams is advantageous.
- Experience in a customer service role is desirable, especially if it involved interactions with patients, families, and healthcare professionals.

**Skills And Competencies**:

- Bilingual (En/Fr) (an asset but not required)
- Customer service-oriented with a friendly and professional demeanor.
- Strong time management and organizational skills.
- Excellent verbal and written communication skills.
- Team player with the ability to collaborate effectively.
- Detail-oriented with a high level of accuracy in data entry tasks.
- Ability to adapt and handle changing priorities in a dynamic work environment
- Equipped to have necessary conversations with patients and families.
- Ability to maintain confidentiality, appropriate boundaries and adhere to ethical guidelines

**Benefits**:

- Full-time position available. 37.5 hours per week.
- $23/hr to $28/hr less statutory withholdings and deductions, depending on experience level
- Comprehensive Benefits Plan for Health and Dental available
- Free parking
- Opportunity for professional growth and advancement

**Additional Information**:

- All applicants must provide a recent resume and references that clearly indicate that they meet the required qualifications.
- All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
- Training will be provided on-site

To apply, please submit your resume and a cover letter detailing your relevant experience and why you are interested in this position.

TMS Life is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Upon request, accommodations due to a disability are available throughout the recruitment process.

Pay: $23.00-$28.00 per hour

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative: 1 year (preferred)

Work Location: In person

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