Hearing Care Medical Office Assistant

Echo Hearing Care is a growing audiology clinic dedicated to providing high-quality hearing healthcare services. We help patients achieve better hearing and improve their quality of life through exceptional clinical care, patient education, and a warm, supportive environment.

We are seeking a highly organized, detail-oriented, and experienced Hearing Care Medical Office Assistant (MOA) to join our team. This role is essential in supporting the audiologist, coordinating appointments, managing clinic operations, and delivering outstanding patient service.

This is not an entry-level position. Only candidates with strong administrative, clinic, or MOA experience will be considered.

RESPONSIBILITIES

Patient Care & Communication

• Answer phone calls, respond to inquiries, and support patients with professionalism, warmth, and accuracy.
• Communicate clearly with individuals with hearing loss, providing guidance and reassurance as needed.
• Greet patients on arrival, check them in, and maintain a calm, welcoming clinic environment.
• Provide general information about hearing aids, appointments, and clinic procedures.

Scheduling & Clinic Workflow

• Schedule and confirm appointments, manage daily and weekly clinic calendar flow.
• Coordinate follow-ups, fittings, assessments, and hearing aid appointments according to clinical protocols.
• Manage appointment reminders, cancellations, and rescheduling efficiently.
• Maintain awareness of clinic flow to ensure punctuality and reduce bottlenecks.

Administrative & Clinical Documentation

• Maintain accurate electronic patient records and update charts in the EMR system.
• Prepare patient forms, invoices, referral letters, and documentation required for assessments.
• Assist with scanning, filing, and organizing digital records.
• Support efficient daily operations through proactive organization and attention to detail.

Billing, Insurance & Third-Party Processing

• Process payments for hearing exams, hearing aids, and accessories.
• Prepare and submit invoices and supporting documents for third-party funders.
• Ensure accuracy in billing, reconciliation, and daily closing procedures.
• Track pending claims and follow up with insurers or patients when necessary.

Hearing Aid & Technical Support

• Perform routine hearing aid cleaning, small repairs, and troubleshooting (training provided).
• Track incoming and outgoing hearing aids, replacements, manufacturer repairs, and loaners.
• Manage hearing aid orders, returns, warranties, and accessory inventory.
• Support the audiologist during busy periods by preparing hearing aids, accessories, molds, and supplies.

Clinic Operations & Marketing Support

• Maintain a clean, organized clinic environment, ensuring exam rooms and reception area are well-stocked.
• Assist with basic marketing tasks, including preparation of referral materials and community screening packets.
• Support the coordination of community presentations, demonstrations, and educational events.
• Provide general administrative support to ensure smooth daily clinic operations.

QUALIFICATIONS

Required:

• Minimum 2+ years customer service experience, or 1+ year clinic/medical administrative experience.
• Strong organizational skills, accuracy, and ability to multitask effectively.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and Office 365.
• Ability to type 55–60 WPM.
• Comfortable with technical tasks and handling small devices.

Preferred:

• Medical Office Assistant or clinical office experience (audiology, dental, optometry, physio, etc.).
• Experience with EMR systems (Blueprint Solutions is an asset).
• Experience supporting seniors or individuals with disabilities.

BENEFITS

• Competitive hourly rate of $23–$26 based on experience.
• Extended health benefits after probation.
• Opportunity for performance-based bonuses. Opportunity to earn an additional $200–$500 per month in performance-based bonuses
• Supportive and friendly work environment.
• Employee discounts on hearing aids and accessories.
• Long-term career growth opportunities.

HOW TO APPLY

To apply, please email your application to with the following:

• Resume
• Cover Letter detailing why you are the best candidate for this role and your long-term career goals.

Only qualified applicants will be contacted.

Job Types: Full-time, Permanent

Pay: $23.00-$26.00 per hour

Expected hours: 35 per week

Benefits:

• Dental care
• Extended health care
• On-site parking
• Store discount
• Vision care
• Wellness program

Experience:

• Medical office: 1 year (preferred)

Location:

• Vancouver, BC V6K 4M1 (required)

Work Location: In person