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Medical Office Assistant

3 weeks ago

Surrey, Canada Phoenix Society Full time

**Title**: Medical Office Assistant (MOA)

**Location**: Phoenix Centre, Surrey

**Reports to**: Senior Manager - Clinical Operations and Services

**Compensation**: $24.76 - $26.38

**Job Summary**:
The Medical Office Assistant (MOA) at Phoenix Society provides support to clients, physicians, nurses, and other health professionals. Key responsibilities include: performing administrative duties; maintaining communication with clients and staff; maintaining client and health records; providing intake services; and building positive relationships with clients. The position is a key member of the clinical care team and works closely with staff within the health clinic and throughout the organization, as well as with external stakeholders to ensure an integrated approach to service delivery.

**Responsibilities**:
**Administration**:

- Perform administrative duties such as greeting clients, answering phones, booking appointments, arranging meetings, completing lab requisitions and assisting in the general organization of the clinic.
- Receive and communicate messages for medical staff and clients.
- Assist clients in completing health intake and history forms.
- Assist in the coordination and integration of the interdisciplinary team of physicians, counsellors, nurses, social workers and pharmacists.
- Set up and maintain records management systems, including classifying and coding electronic and paper files.
- Order supplies and maintain inventory.
- Perform other duties as required.

***Client Services**:

- Assist in creating a welcoming, safe, and positive environment for clients and staff.
- Monitor and manage the general tidiness of the waiting room.
- Provide intake services to clients by determining their needs or directing them to the appropriate staff.
- Attend to client behaviors in the waiting room by listening, supporting, validating and, in the case of disruptive behaviors, employing de-escalation techniques. Contact appropriate staff for assistance if necessary.
- Build positive relationships with individual clients in support of good health outcomes.
- Keep examination areas clean, orderly, and stocked with supplies.
- Provide clients with information and contacts for community resources.

**Qualifications**:

- Completion of a Medical Office Assistant certificate program.
- 1 to 3 years of experience providing first point of contact service to a diverse set of clients who may be experiencing mental health, addictions, poverty, and trauma concerns.
- Satisfactory completion of a criminal records check with vulnerable sector screening is required.
- Satisfactory completion of Tuberculosis Screening form is required.
- Satisfactory completion of Employee Immunization Record form is required.
- First aid certification with CPR is required.

**Skills & Knowledge**:

- High level of integrity and dependability with a strong sense of urgency and results-orientation.
- Strong skills in Windows, Microsoft Word, Excel, and database management systems.
- Strong problem solving, analytical, and creative skills with the ability to exercise sound judgement and make decisions based on accurate and timely analyses.
- Strong interpersonal skills and ability to communicate effectively in writing and verbally in English.
- Strong organizational and time management skills.
- Ability to maintain accuracy while doing multiple tasks or working under pressure.
- Ability to deal effectively with disruptive behaviors when required.
- Ability to work in a trauma-informed practice.
- Demonstrated commitment to the social sector with a passion for the organization’s mission is essential.

**Competencies**:
**Approach to Work**:

- Demonstrates initiative, flexibility, adaptability, and resourcefulness.
- Actively seeks and incorporates feedback to inform continuous self-improvement.
- Sets goals, creates, and implements action plans, monitors progress, and evaluates results.
- Adeptly manages competing tasks and uses time efficiently and effectively.

***Job Knowledge & Quality of Work**:

- High degree of relevant and current job knowledge and skill.
- Consistently produces accurate, thorough, high-quality work in a timely manner.
- Builds and promotes a culture of health and safety in the workplace.
- Implements and enforces best practices in health and safety within the workplace.

***Judgement & Decision-Making**:

- Models independent thinking and creativity.
- Demonstrates effective problem-solving skills.
- Makes clear, consistent, transparent and timely decisions after contemplating various available courses of action.
- Exercises sound judgment in the best interests of the organization.

***Communication & Interpersonal Skills**:

- Expresses themselves clearly and professionally both verbally and in writing.
- Displays high emotional intelligence; uses tact and diplomacy in dealing with sensitive, complex and confidential situations.
- Has a manner, style and presence that makes a positive impression.
- Listen