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Medical Administrative Assistant
2 weeks ago
Based in the Greater Toronto Area (GTA), the Medical Oxygen Repair (“M02R”) team provides premium quality hyperbaric oxygen therapy (HBOT) services that employ pressurized oxygen to rejuvenate tissue health and restore a patient's quality of life.
The M02R staff are dedicated to delivering the highest quality of Hyperbaric therapy, wound care services and standards of patient support, from the moment you walk through the clinic doors to follow-up after completing your treatment program. With years of experience, our fully certified experienced staff are committed to ensuring that the care you receive is optimized to meet your specific requirements in tissue regeneration.
Our team is seeking a **Medical Administrative Assistant** reporting to the Medical Director.
**This position is based out of our home office at 4619 Bergoyne Street, Mississauga, Ontario, L4W 1A9.**
The Medical Administrative Assistant is responsible for providing receptionist, administrative and clerical/clinical services to ensure the effective operation of the medical office.
**Responsibilities**:
**Receptionist/Administrative Support**
- Greeting and assisting patients
- Answering and directing telephone calls and responding appropriately to inquiries
- Confirming arrival times and duration of appointments with patients
- Maintaining the general upkeep of the office, ensuring all areas are kept in order and appropriately stocked with materials, including kitchen supplies
- Maintaining printers and faxes, including troubleshooting technical issues
- Preparing, reviewing, and sending physician’s letters
- Providing administrative support on ad hoc assignments as required
**Onboarding and managing patients**
- Building patient files in the EMR system, including reporting, and ensuring all relevant information is incorporated
- Reviewing e-health records for up-to-date patient medical information
- Contacting family physicians and/or specialists and scheduling required tests in advance of appointments, ensuring that any required tests are expedited
- Communicating with patients to understand their unique requirements and eligibility for Hyperbaric Oxygen Therapy (“HBOT”) and scheduling appointments with MO2R physicians
- Issuing medical forms to patients in advance of the patient’s first appointment to ensure all required medical documentation is available for the physicians and confirming all the necessary tests are completed and documented in the patients’ file
- Communicating timely medical history and other important patient information to MO2R physicians and directing them to the online chart. Providing paper charts to accommodate physician preferences as needed
- Understanding the complexity of a patient’s diagnosis and scheduling hyperbaric dive times to accommodate other doctor appointments, ensuring there are no delays with dive times
- Assisting patients with booking and changing appointments in the POMELO system
- Prioritizing and scheduling urgent/hi need cases
- Ensure consent forms are signed and documented for reference and assist in prepping patients for dives
- Scheduling patient’s subsequent dive times as prescribed, including issuing reminders
- Supporting and assisting HBOT technicians to ensure all patient information and test results are documented in patient’s files
**Business Operational Support**
- Assisting the Facilities Operations Manager with ordering supplies and equipment
- Working with the Senior Clinical Lead and Facilities Operations Manager documenting attendance in Ceridian
- Supporting the Medical Director on special projects and assignments
- Acting as a backup to the Bookkeeper (i.e., accounts payable, expenses, etc.)
- A Medical Administration diploma
- 1-3 years of experience in an administrative role in a medical environment
- Previous experience with EMR systems is a requirement for this role
- Knowledge of medical terminology, HBOT-related regulatory and compliance requirements
- Knowledge of and ability to work with e-medical records/online systems
- Ability to act with integrity, professionalism, and confidentiality
- You have a strong work ethic, and you thrive on challenges
- Strong time-management skills and self-motivation to work independently in a high-volume work environment
- Demonstrates the ability to handle multiple priorities effectively and efficiently
- Exceptional written and verbal communication skills
- Ability to work well in a collaborative team environment
- Maturity and confidence when communicating with others. Empathy and understanding of patient concerns
- A professional “can do” attitude and demeanour with staff, visitors, and patients
- A confidential and discrete approach to work and always maintains privacy requirements
- A high level of accuracy and confidentiality concerning patient/medical files and escalating issues when appropriate
If you are interested in learning more about this exciting opportunity, we would love to hear from y
