Medical Administrative Assistant

Job Purpose

To ensure operating efficiency of the reception area during regular business hours and support the work of management and other staff. To provide good customer service for patients by identifying and exceeding their expectations for quality health care service.

Duties and Responsibilities

Reception:

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet patients/suppliers/visitors to the organization in a professional and friendly manner.

General Administrative Services:

• Check in and triage patients
• Perform a variety of administrative duties, such as generating letters, spreadsheets, forms, and faxes
• Sorting and distributing incoming mail, emails, and lab results
• Check voice mails from the general mailbox. Forward messages to the appropriate department/staff member making sure emergencies are dealt with in a timely manner
• Scan and sort lab reports and file material according to the established procedure
• Participate in the training of new staff
• Maintain inventory of sold medication
• Maintain accurate white sheets of all sold medications
• Ensure OHIP billing corrections are done quickly and accurately
• Inventory control of lab record tests and procedures i.e.. NIPT, AMH, DFI and Sperm Wash
• Track DFI requisitions and follow up of results.

Administrative Services for Patients:

• Contact patients and book consultations for incoming referrals
• Confirm new patient appointments by email
• Enter new patients into EMR
• Prepare new patient echart
• Provide information and contacts for additional services such as counselling
• Book appointments in appropriate schedules and provide proper instructions
• Bill patients for procedures and medications
• Prepare billing sheets, andrology procedure labels and next days activities
• Prepare and send consent forms to patients, and assist with incorrectly filled out forms
• Daily housekeeping of binders and information sheets
• Inventory, package and distribute OB graduating patient gift bags.

Cycle Monitoring:

• Ensure charts and proper requisitions are prepared for physicians, nurses, and ultrasound technicians during cycle monitoring
• Ensure proper forms are available and prepared for all physicians
• File all lab reports in patients echart
• Pull abnormal lab reports for the doctor to review
• Instruct patients on how to prepare for various test and procedures
• Book appointments for Obstetrics as instructed by doctor

Qualifications

Post-secondary education in business, computers, medical secretary, or office management is an asset

• 1-3 years' experience in an office setting
• Good oral and communication skills
• Strong administrative and computer skills
• Proficient in Microsoft Office, with aptitude to learn new software and systems
• Experience using any EMR system is an asset
• Ability to multitask, organized, detail-oriented, and stay calm under pressure
• Self-directed, motivated, compassionate
• Able to function well in a team environment
• Ability to assess situations to determine the importance, urgency, and risks, and make clear decisions which are timely and in the best interests of the organization
• Comfortable handling confidential information
• Ability to adapt to changing situations in a calm and professional manner.

Working Conditions - Including but not limited to:

• Flexible working hours
• Overtime

Physical Requirements

To work in a multi-skilled and culturally diverse environment requiring combination of sitting, standing, bending and walking, attention to detail, and ability to work under pressure and in a team setting.

Working Days & Hours:

• Monday to Friday - 6:30 AM to 11:30 AM
• Flexibility required to provide additional coverage as needed.

Job Types: Part-time, Permanent

Pay: $20.00 per hour

Experience:

• Medical Administrative: 3 years (required)

Work Location: In person