Lead Medical Office Administrator

Charm Fertility - Lead Medical Office Administrator

**This role supports all three Clinics including: Oakville, Etobicoke, and Brampton. Having a means of transportation would be mandatory for this role.**

About Us:
At CHARM Fertility, we aim to become the leading total women’s healthcare destination. We’re patient-focused and enthusiastic about women’s health, which is at the heart of everything we do. Together, we create an accessible, convenient, and consistently high-quality service through a savvy, confident, clear, and simple team.

Our path ahead is one of miracles and heart. Every day, you will be creating special moments for our patients.

Role Summary:
The clinic is seeking a dedicated Lead Medical Office Administrator (MOA) to join our dynamic team. This pivotal role involves managing daily clinic operations, supervising administrative staff, and contributing to the clinic’s growth. As a leader in the medical office, the Lead MOA provides essential support, fosters team unity, and ensures adherence to policies and best practices.

**Role Overview**:

- **Supervision and Team Leadership**
- Supervise and mentor medical office assistants (MOAs) and administrative staff, providing guidance and support as needed.
- Step in as an MOA if necessary to ensure smooth operations.
- Assign daily tasks, ensuring adherence to office protocols and policies.
- Conduct training and ongoing development programs for MOA staff.
- Assist in performance evaluations and disciplinary actions when necessary.
- Report to the Operations Manager.
- **Administrative Management**
- Oversee patient scheduling to ensure efficient appointment flow.
- Ensure compliance with HIPAA and other privacy regulations.
- Oversee payment collection processes.
- **Patient Interaction and Support**
- Greet and check in patients, assisting with forms and ensuring a welcoming experience.
- Address patient inquiries, complaints, and concerns professionally.
- Keep patients informed about appointments, lab results, or follow-up care.
- **Clerical and Office Duties**
- Maintain accurate and up-to-date electronic medical records (EMR) and paper files.
- Coordinate patient referrals, lab work, and specialist appointments as needed.
- **Compliance and Quality Control**
- Ensure the clinic complies with all federal, state, and local regulations.
- Maintain cleanliness and safety standards across all areas.
- Assist with audit and inspection preparation.
- Implement and monitor office policies, procedures, and best practices.
- **Technology and Software Management**
- Oversee and manage the use of EMR systems in the office.
- Troubleshoot basic technical issues with office equipment and systems.
- Train staff on new technology, software updates, and equipment as needed.
- **Education**: Associate’s Degree in Medical Office Administration, Bachelor’s Degree in Healthcare Management, or a related field. Additional medical training or certification is a plus.
- **Experience**: At least 3 years in a Medical Office Administrator role, with team leadership experience preferred.
- **Skills**: Proficient in medical terminology, EMR systems, and healthcare procedures.
- **Detail-Oriented**: Skilled in managing patient information, billing, and regulatory compliance.
- **Communication**: Strong interpersonal skills for effective patient and team interactions.
- **Customer Service**: Committed to creating a positive patient experience and fostering a welcoming environment.
- **Knowledgeable**: Familiar with patient privacy laws, HIPAA, and ethical healthcare practices.

**What’s in it for you**:

- Competitive Salary
- Vacation Time
- Opportunities for career growth

This role is an exceptional opportunity for someone passionate about healthcare administration and leadership. It offers a chance to be part of a team that values both operational excellence and compassionate care.