Medical Office Assistant

Medical Office Assistant / Medical Office Manager

Saskatoon, SK — Immediate Opening

About the Position

We are seeking an experienced, reliable and highly organized Medical Office Assistant (MOA) to join a medical practice in Saskatoon.

This is an important role within a busy medical office. We are looking for someone who will help create a professional, collegial and efficient workplace while ensuring timely, respectful and sensitive patient care.

The ideal candidate will have previous experience in a medical office and be comfortable taking ownership of both day-to-day administrative duties and the overall organization of the office. This position is well suited to someone who is proactive, dependable, kind, detail-oriented and able to manage multiple priorities independently.

This is intended to be a long-term position with an opportunity to grow with the practice. Compensation can increase with experience, performance and increasing responsibility, with the potential for additional benefits over time.

Key ResponsibilitiesPatient Communication & Scheduling

• Answer telephone calls and respond professionally and compassionately to patient inquiries.
• Schedule new consultations, follow-up appointments and procedures.
• Maintain clinic and physician schedules and help prevent scheduling conflicts.
• Confirm appointments and procedures with patients.
• Ensure patients understand appointment times, locations and required preparations.
• Provide patients with approved preparation instructions for procedures such as gastroscopy and colonoscopy.
• Communicate patient questions or clinical concerns to the physician promptly and appropriately.
• Maintain and manage consultation and procedure wait lists.
• Assist with direct-to-procedure bookings when appropriate.

Referral Management

• Receive, organize and process incoming referrals.
• Ensure referrals contain the required demographic and clinical information.
• Track referral dates and maintain accurate referral information within the EMR.
• Communicate with referring physicians' offices regarding missing information, referral receipt and appointment status when required.
• Assist with the administrative organization of referrals according to established physician-approved triage processes.
• Escalate questions regarding clinical urgency to the physician rather than independently making clinical decisions.

Procedure Coordination

• Coordinate bookings with the appropriate facilities.
• Ensure procedure lists are accurate and current.
• Review approved procedure preparation instructions with patients.
• Confirm procedure appointments in advance.
• Ensure patients understand arrival instructions, preparation requirements, transportation requirements and other approved procedural instructions.
• Maintain accurate documentation regarding communication with patients.

Electronic Medical Record & Documentation

• Maintain accurate and up-to-date electronic medical records.
• Enter and update patient demographics, referral information and relevant administrative information.
• Scan, file and appropriately assign incoming medical documents.
• Process incoming and outgoing electronic faxes.
• Ensure laboratory, imaging, pathology and consultation information is appropriately incorporated into the patient record.
• Prepare and distribute consultation letters and other correspondence.
• Proofread dictated correspondence for obvious transcription or voice-recognition errors before distribution.
• Ensure correspondence is sent to the correct physician or healthcare provider.
• Maintain confidentiality and accuracy when handling all patient information.

Investigations & Requisitions

• Process laboratory and diagnostic imaging requisitions as directed.
• Track outstanding investigations and appointments.
• Ensure required documents and requisitions are sent to the appropriate facility.
• Notify patients of investigation appointments when required.
• Follow up on outstanding administrative tasks associated with investigations.

Coordination With Other Healthcare Providers

• Communicate professionally with referring physicians, specialists, hospitals, diagnostic imaging departments, laboratories and other healthcare offices.
• Forward relevant medical records when patients are referred to another healthcare provider.
• Assist with paperwork associated with specialty medications, patient support programs or other treatment programs when required.
• Help ensure that requested clinical information reaches the appropriate provider in a timely manner.

Billing & Administrative Support

• Assist with medical billing and reconciliation of rejected or outstanding claims as required.
• Process uninsured services and collect applicable patient payments when appropriate.
• Assist with insurance forms, authorizations and other medical documentation when required.
• Maintain organized financial and administrative records related to office operations.

Office Management

The successful candidate will also function as an important part of the day-to-day management of the office. Responsibilities may include:

• Maintaining office supplies and identifying items that need to be ordered.
• Developing and maintaining organized office systems.
• Keeping office procedures and an office manual current.
• Tracking outstanding tasks and ensuring they are completed.
• Helping identify opportunities to improve office efficiency and patient flow.
• Maintaining a professional, organized and welcoming office environment.
• Ensuring confidential documents are handled and disposed of appropriately.
• Opening or securing the office when required.
• Assisting with other reasonable administrative duties necessary for the effective operation of the medical practice.

Qualifications

Preferred:

• Previous Medical Office Assistant experience.
• Experience working in a specialist medical office is an asset.
• Experience with an electronic medical record system; MEDACCESS experience is an asset.
• Familiarity with medical terminology.
• Experience coordinating specialist referrals or medical procedures is an asset.
• Experience with medical billing is an asset.
• Strong computer, telephone and administrative skills.

Privacy and confidentiality training is required and will be arranged as necessary.

The Person We Are Looking For

Attitude and reliability are equally important.

The successful candidate will be:

• Highly dependable and accountable
• Organized and attentive to detail
• Proactive and able to identify what needs to be done
• Comfortable working independently
• Able to prioritize multiple competing tasks
• Efficient without sacrificing accuracy
• Professional and discreet
• Kind and respectful when dealing with patients
• Collaborative and pleasant to work with
• Able to communicate clearly with patients, physicians and other healthcare professionals
• Willing to learn and adapt as the practice develops
• Comfortable taking ownership of their responsibilities and following tasks through to completion

This is a busy medical practice, and initiative, reliability and a strong work ethic are essential. We are looking for someone who takes pride in doing their job well and who contributes positively to a collegial workplace.

Compensation & Growth

Compensation will be based on experience and qualifications.

The position is intended to offer an opportunity for progressive wage increases as experience, performance and responsibilities grow. Additional employment benefits, including potential health-related benefits, may also be considered as the practice develops.

We are looking for someone interested not simply in filling a position, but in helping build an efficient medical office and becoming a valued long-term member of the practice.

Why Join Us?

This is an opportunity to play a meaningful role in establishing and developing a specialist medical practice in Saskatoon.

Our priorities are straightforward:

Excellent patient care.
Kindness and professionalism.
Reliability and accountability.
Collaboration.
An organized office that works well for patients and staff.

If you are an experienced MOA who takes initiative, enjoys responsibility and wants the opportunity to grow with a medical practice, we would be pleased to hear from you.

Job Type: Full-time

Pay: $23.00-$29.00 per hour

Expected hours: 30.0 – 40.0 per week

Ability to commute/relocate:

• Saskatoon, SK: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• MOA: 1 year (required)

Licence/Certification:

• Medical office assistant diploma (preferred)

Location:

• Saskatoon, SK (preferred)

Work Location: In person