Medical Office Assistant, Casual

3 months ago

Ottawa, Canada Pinecrest Queensway Community Health Centre Full time

**Position Title**: Medical Office Assistant, Primary Care Clinic

**Status**: Casual

**Salary**: $21.741/hr to $25.578 /hr

**Application Deadline**: Until Filled

**Department**: Integrated Health Services
Job Summary
Provides medical reception, administrative support and records management services for the PQCHC clinic and teams.

**Clinic Hours**:
**Clinic Hours (South Nepean)**:

- Monday, 8:30 am to 4:30 pm
- Tuesday and Wednesday, 8:30 am to 8:00 pm
- Thursday, 1:00 to 4:30 pm
- Friday, 8:30 am to 4:30 pm
- Saturday & Sunday - Closed

**Clinic Hours (PQ)**:

- Monday, Tuesday, Wednesday 8:30 am to 8:00 pm
- Thursday, 1:00 pm to 4:30 pm
- Friday, 8:30 am to 4:30 pm
- Saturday & Sunday - Closed

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, analyse and report on data and relevant information, and participate in research.
- Maintaining competence, and where applicable, a professional licence 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 with the public in a mature manner.
- Experience working with diverse populations.
- Fluency in English essential, French an asset and other languages desirable.
- Ability to work flexible hours

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