Medical Office Assistant

Clinical Office Assistant

Location: Victoria Clinic, On site

Work Schedule: 7:30am – 3:30pm, 5 days a week, includes weekends and holidays (37.5 hours)

Overview:

Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:

Reporting to the Clinic Manager and Laboratory Manager, the Clinical Office Assistant is pivotal to the organization – this role focuses on our patient experience. Your courteous and professional approach to patient centered care is the first interaction our patients have upon arriving at Olive. This full-time position requires a motivated, energetic, self-directing individual able to work in a busy, professional, multi-tasking environment.

Key Areas of Involvement Include:

Nursing Office Assistant:

• Receive patient phone calls, voicemails, and emails, triaging to appropriate team members.

• Coordinate orientation and treatment pre-requisites and appointments.

• Coordinate missing ID bloodwork (IDBW) required for procedures.

• Manage Third-Party Programs administrative tasks.

• Upload all Third-Party Programs paperwork, including counselling reports and legal letters.

• Igenomix set-up and management: provide patients with information on carrier genetic testing, testing set up, and following up results with nursing team when applicable.

• Health Canada Regulations and Standards paperwork management.

• Invitae set-ups and management.

• Other duties as assigned.

Laboratory Office Assistant:

• Utilizing the EMR, email, and fax, ensure patients' family doctors/urologists receive their

andrology results.

• Chart maintenance – ensuring completeness of required tests.

• Coordinate Consent forms and uploading to corresponding charts.

• Confirming the consents for all upcoming procedures have been signed by the patients and completed consents are uploaded into the EMR.

• Arrange all discard consent signing for patients with appropriate staff.

• Liaison with lab staff regarding adding extra andrology testing. Rebook patients if required.

• Book sperm freezes, trial washes, and sperm analysis, including setting up patients into the EMR if not already present.

• Loading requisitions for patient work-up.

• Assist the laboratory with shipping of embryos, eggs, sperm, and embryo biopsy samples.

• Track shipments to ensure safe arrival.

• Confirm paperwork with embryologists and doctor before approving shipment.
  • Ensure all shipping consents are completed and are uploaded into EMR.

• Ensure all infectious disease results have been received – follow up with patients and/or clinic for any missing results.

• Notify lab team of incoming shipments so lab staff are available for packing/unpacking and tracking.

• Other duties as assigned.

Administrative Duties:

• Document Management as needed to assist Administration overflow.

• Other duties as assigned.

Qualifications:

Education, Training and Experience:

• Graduation from Grade 12 and completion of Medical Office Assistant certificate program.

• Five years' work experience in a specialist's office scheduling multiple types of appointments.

• Five years' experience working collaboratively with other healthcare professionals within a medical facility.

Skills and Abilities:

• Ability to work quickly and accurately in all areas of responsibility.

• Ability to anticipate patients', nurses', and physicians' needs.

• Demonstrated ability to organize and prioritize work in an environment subject to changing deadlines, stress, and interruptions.

• Ability to communicate effectively both verbally and in writing.

• Proven professional, positive attitude in all aspects of work.

• Ability to remain aware of other team members and to adjust workload to assist when required.

• Ability to work independently and as a member of a multi-disciplinary team.

• Broad knowledge of computerized database programs including EMR software

• Proficient in the use of personal computers and applicable software applications

• Physical ability to carry out all duties of the position.

Job Types: Full-time, Permanent

Pay: From $25.00 per hour

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care
• Wellness program

Ability to commute/relocate:

• Victoria, BC: reliably commute or plan to relocate before starting work (required)

Experience:

• Medical Office Assistant or Nursing Unit Clerk: 5 years (preferred)

Work Location: In person