Medical Office Assistant

2 weeks ago

London, Canada Grapefruit Recruitment and Consulting Full time

Grapefruit Recruitment and Consulting is recruiting for a full time Medical Office Assistant to join London’s premier centre for cosmetic dermatology and aesthetic medical laser technology. Our client is a boutique, full-service, dermatology centre located in London, Ontario. Their clinic offers state of the art surgical and non-surgical aesthetic treatments; a leader in the field of mínimally invasive skin rejuvenation and repair.

**Job Role and Description**:
The Medical Office Assistant (MOA) is an enthusiastic, goal oriented and high performing individual, who exemplifies the values of compassion, accountability and respect. The MOA sets the clinical stage for the clinic’s patients to have a positive, efficient, effective and safe experience. A friendly, compassionate, caring individual committed to providing exceptional healthcare to all patients and an integral member of the team.

**Clinic hours**:Monday, Wednesday, Thursday and Friday 9:00am-5:00pm; Tuesday 10am - 8pm

**Key Duties and Responsibilities**
- **1. Daily Duties**_

a. Follows the privacy and confidentiality act with extreme care.

b. Respectfully answers phones and returns messages; calls patients when appointments need to be cancelled and/or re-scheduled; triages and prioritizes the relay of messages promptly.

c. Pleasantly greets and welcomes patients upon arrival, and guides them to their appointment.

d. Takes patients’ demographics, health card number, pharmacy information, and photographs (with consent) and inputs into Electronic Medical Record (EMR).

e. At every patient visit, ensures that patients present their health card and checks its validity.

f. Provides forms/OCEAN tablet to patients to be filled out, and updates the EMR as needed.

g. Schedules all patient appointments and follow-ups for any reason; uses templates to optimize patient scheduling.

h. Responsible to pick up, distribute and send mail, shred material daily as required. Ensures that all incoming documents (electronic or by fax) are scanned appropriately to the EMR and or to the Lead Physician as required.

i. Accepts deliveries and assists with stocking office supply delivery.

j. Documents all communication with patients in the EMR and patient chart accurately and concisely at the time of encounter or telephone conversation.

k. Arranges for all prescription renewals and updates as per physician’s direction.

l. Collect, invoice, and process payments from patients.

m. Adheres to all human resource policies. Maintains confidentially at all times.

n. Assists team nurse(s) and co-workers with duties as required (e.g., laundry, sterilization, etc).

o. Follows clinic policies and standard operating procedures for all services performed.

p. Performs delegated medical aesthetic treatments offered at the clinic.

q. Educates patients on skin care and suitable home treatment regimens, including after-care instructions.

r. Maintains product knowledge to promote and sell services and products.

s. Assists with education and training of new staff as required.

t. Shares new ideas for process improvement at team meetings.
- **2. Administrative**_

a. Reviews patient bookings regularly.

b. Maintains treatment rooms, following up to date Health and Safety Guidelines.

c. Monitors supplies and inventory and submits purchase orders as required.

d. Stocks, cleans and prepares treatment rooms.

e. Inspects equipment and maintains safety measures, including service requirements.

f. Other administrative duties as required.
- **3. Managerial**_

a. Oversees day to day operations, optimization of calendar for all employees and ensures patients are responded to in a timely manner.

b. Reviews any calls or cases with Lead Physician and determines appropriate treatment regimens based on medical history and skin assessment.

c. Provides mentorship, education and training of new staff and residents/medical students as required.

d. Additional Clinic responsibilities, sterilization and cleaning as needed.
- **4. Clinical Support**_

a. Works with other staff members to facilitate effective flow of patients.

b. Assists to stock exam rooms and workstations as required with medical supplies to optimize efficiency and flow for all examinations/procedures.

c. Enrolls in continuing educational programs and staff meetings.

**Qualifications and Skills**
- Medical Secretary or Office Assistant certificate/diploma or equivalent required.
- 3 to 5 years’ experience practicing in a clinic and/or aesthetics office or equivalent, required.
- Demonstrates excellent interpersonal skills to include problem solving, flexibility, conflict resolution, organizational and communication skills required.
- Proficiency in use of computers, electronic medical records and medical equipment, required.
- Evidence of problem solving, and conflict resolution skills, required.
- Demonstrates excellent organizational and communication skills, required.
- Demonstrates effective listening and ver

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