Medical Office Assistant

About the Role:

We are seeking a highly organized and motivated Office Administrator to join our dynamic team. This is a full-time position offering a varied and fast-paced work environment. As the Office Administrator, you will play a crucial role in ensuring the smooth operation of our healthcare clinic, providing essential support to both patients and staff. If you are a proactive, detail-oriented individual with a passion for excellent customer service, we'd love to hear from you

Key Responsibilities:

Provide Essential Administrative Support: Serve as the backbone of the clinic by providing comprehensive office and clerical support, ensuring smooth, efficient day-to-day operations in a busy healthcare setting.

Manage Patient Records with Precision: Maintain accurate, up-to-date patient records while safeguarding confidentiality and adhering to strict regulatory standards, ensuring the highest level of care for every individual.

Deliver Frontline Reception Support: Act as the first point of contact for patients, visitors, and callers, managing all receptionist duties—including answering phones, greeting patients, and scheduling appointments with professionalism and efficiency.

Ensure Smooth Billing & Insurance Processing: Complete insurance forms, assist patients with insurance inquiries, and accurately input direct billing for healthcare benefits promptly, facilitating seamless financial transactions.

Perform Bookkeeping & Financial Management: Handle basic bookkeeping tasks, including tracking payments, processing invoices, and ensuring financial records are maintained with accuracy and integrity.

Provide Timely Information and Assistance: Respond to patient, customer, and business inquiries with clarity and professionalism, offering detailed information about services, products, and clinic policies.

Coordinate Billing & Reimbursement: Prepare and submit all necessary paperwork for billing and reimbursement, ensuring accuracy and prompt processing for smooth financial operations.

Manage Practitioner Appointments & Optimize Workflows: Take charge of scheduling and coordinating appointments for practitioners, ensuring their day runs efficiently. Optimize their schedules to maximize productivity, reduce downtime, and enhance overall clinic operations. This includes anticipating needs, managing time effectively, and ensuring smooth transitions between appointments.

Maintain Clinic Cleanliness & Organization: Perform basic cleaning duties to ensure the clinic remains a clean, welcoming, and safe environment for both patients and staff. Oversee inventory of medical supplies and equipment, ensuring the clinic remains fully stocked and organized to meet the needs of both staff and patients.

This role is critical to the smooth operation of our clinic and requires someone who is reliable, detail-oriented, and committed to supporting the healthcare team to deliver exceptional service to our patients.

Preferred Qualifications:

• Experience with the Jane Medical System

• Familiarity with MVA/ HCAI

• Experience with WSIB billing

• Must be soundly proficient in using technology and comfortable with a variety of software and digital tools.

Skills & Experience:

• Previous experience in an office administrator or receptionist role, preferably in a healthcare or medical environment.
• Strong organizational skills and attention to detail.
• Excellent and professional communication skills, both verbal and written.
• Ability to multitask and work efficiently in a busy environment.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook).
• Social Media Marketing is an asset

What We Offer:

• Attractive salary package based on your experience, with the potential for growth.
• Full-time, stable position offering job security and a supportive, dynamic team environment.
• Plenty of opportunities for professional growth, with access to training, mentorship, and career development.
• A collaborative and positive work culture, where your contributions are valued and teamwork is at the heart of everything we do.

If you are a motivated and reliable individual looking for a fulfilling administrative role in a healthcare setting, we encourage you to apply

To apply, please email your resume and cover letter to

We look forward to hearing from you

Job Types: Full-time, Fixed term contract

Contract length: 12 months

Pay: $20.00-$23.00 per hour

Expected hours: 40 per week

Education:

• DCS / DEC (preferred)

Experience:

• Medication administration: 1 year (preferred)

Work Location: In person