Medical Office Administrator

6 months ago

Halifax, Canada PRAXES Full time

PRAXES Medical Group, headquartered in Halifax, Nova Scotia, is a global provider of 24/7 medical support to workers in some of the most challenging environments on the planet. We have been an innovator in delivering primary and emergency care services to the marine, mining, oil and gas, and exploration industries for 25 years.

In partnership with NSHealth, PRAXES also operates the Mentor Health Clinic: a demonstration clinic for the “health home” model of primary care, which involves a well-supported multi-disciplinary team with the patient as the center point. Relationships are a key element of the health home, and every role has a vital and valued part to play in the success of the team. We believe that every activity that touches or supports a patient is important and should be a positive experience for both the patient and the provider.

Mentor Health Clinic is separate from but contracted to NSHealth. It is publicly funded - there are no patient fees. _Mentor_ means ‘experienced trusted advisor.’ The broad-based interprofessional and layperson clinic will 1. mentor one another 2. mentor patients 3. patients will mentor us.

The Medical Office Administrator provides the connection between the clinic and the patients. It is important that Mentor Clinic provides a warm, welcoming, empathetic and non-judgmental environment for all patients.

**This is a part-time position with an expected range of 4-20 hours per week comprising of evening and weekend hours. Hours may vary based on clinic needs.**

**Expectations**:
**Task Management**
- Manage telephone answering and message functions, using RingCentral telephony system.
- Answer all incoming phone calls to the clinic, ideally in real time. Answer phone messages within 30 minutes.
- Greet and register all patients as they arrive at the clinic.
- Assist patients with schedule appointments for external medical imaging and scheduled lab tests, as required.
- Conduct patient traffic control and act as an information desk for patients.
- Book follow-up appointments for patients as per provider instruction
- Ensure that patients complete surveys and collate survey data.
- Manage the daily courier of samples to the lab.
- Generate monthly reports for Nova Scotia Health.
- Assist with Billing and/or Shadow Billing as required.

**Patient Files**
- Create and maintain confidential medical files and records in the EMR.
- Verify all patient demographic information with the patient, including HCN.
- Collect out of province information as required.
- Assist with onboarding of New Patients.
- Review mailed or faxed reports and add them into the patient chart in the EMR.
- Monitor messaging through the EMR and through Teams.

**Clinic Inventory Management**
- Assist with maintenance of current inventories of equipment, supplies and medications.
- Arrange for equipment service or calibration as required.
- Maintain clinic records such as fridge temperature, logs, etc.
- Sterilization of medical instruments.

**Skills and Qualifications**:
**Must have**:

- Medical Office Admin training course
- Medical Office Admin experience with Telus Med-Access EMR
- The ability to maintain employee confidentiality during interactions with staff.
- Strong organization skills; very task oriented
- Solid computer skills with working knowledge of Microsoft Office
- **_Action Oriented_**_ - _Takes on assigned tasks with enthusiasm and completes them in a timely manner. Proactively identifies tasks that need to be done and does them. Is able to act on tasks with mínimal supervision.
- **_Detailed and Organized_** - Keeps track of tasks and other activities that need to be done, with timelines for completion. Knows how to get things done both through formal channels and the informal network.
- **_Team Player_** - Works closely with other Medical Admins to divide up the work tasks, and makes sure the workload is balanced. Proactively asks other team members if they need help.
- **_Professional Work Presence_** - Displays professionalism in all aspects of work, including appearance, interactions, and quality of output.
- **_Problem Solver_** - Quickly finds common ground and solves problems for the good of all.
- **_Patient, Caring, & Kind_** - Provides a welcoming, approachable, non-judgmental environment for all patients. Possesses situational awareness and responds to needs of patients and colleagues as issues arise.

**Our Values**:

- ** People - **At PRAXES, People are our greatest asset. We value passion, drive, and commitment. In return we provide opportunities for personal and professional growth and development. We encourage self-care, balance, and making time for personal health and wellness, for both ourselves and the people we work alongside.
- **Agility - **At PRAXES, we thrive on Agility; the confidence to adapt to change, as well as the safety to learn from trying, failing, pivoting, and trying again. Innovation requires expertise, risk, and safe supportive workplace

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