Medical Office Assistant

Looking for a full-time administrative assistant to work in a surgeon's office.

Application Requirements

Cover letter
Curriculum vitae
2 reference letters
Virtual interview and in-person interview
Please submit your application to celineyeung.mpc@gmail.com
Roles and Responsibilities:

Reception:

Greets and directs patients, visitors, and staff to the appropriate personnel and/or room, providing assistance as required (e.g. putting patients in exam rooms)
Registers patients on arrival in the office clinic
Explains hospital or clinic policies and procedures as needed
Responds to enquiries within scope of authority, including answering telephone calls, voice messages, e-mails, sending and receiving e-faxes, or directing enquiries to the most appropriate person if uncertain.
Prioritizes and relays messages to staff or paHents as required.
Sort and distribute incoming mail, e-mails, or faxes
Maintains workspace in a neat and orderly fashion
New Referrals Processing and Information Management:

Generate and maintain patient charts on the electronic medical record system, ensuring referrals, lab results, diagnostic imaging results, receipts/invoices, and any patient-related information are all stored within the patient’s specific electronic medical record
Enter and update patient appointments in a timely, efficient manner
Provide patients with intake questionnaires (height, weight, past medical and surgical history, medications, family history, allergies, smoking status)
Maintaining strict patient confidentiality, providing information only to patients or to external providers who are within the patient’s circle of care
Ensuring patients discharged from clinic have an appropriate follow-up appointment date and time that is updated on their charts
Patient Administrative Services:

Book new and follow-up appointments at the office clinic, Fracture Clinic, Minors and OR, including cancelling or re-scheduling visits as needed
Preparing clinic rooms in between patient visits (e.g. cleaning tables or equipment)
Notifies appropriate personnel of cancellations or other new information in a timely, accurate manner
Explain visit preparation (office clinic, minors, fracture clinic, OR) to patients
Arranging and explaining pre-operative processes and preparation (pre-op clinic appointments, day of surgery process, etc.)
Providing patients with their follow-up appointments
Liaises with hospital departments or external healthcare facilities to book or cancel diagnostic tests or appointments.
Prepares and orders day sheets/clinic lists that optimizes clinic flow
Ensure patient information (e.g. referrals/consults) are up-to-date for the physician to review before clinics
Requests and maintains office/medical supply inventory as required. May be required to stock unit carts and/or supply areas
eFaxing referral forms, application forms, and manual reviews
Electronic Medical Record Set-up

Creating appointment templates (office clinic, minors, OR)
Establishing family medicine and specialist referral base
E-filing patient intake questionnaires
Training new employees on how to use Accuro or Telus, PowerChart, Novari
Knowledge, Ability, and Skill Requirements

Education

College with Medical Office Administration OR executive administrative assistant OR office administration OR related diploma
Prefer one year of work experience OR in-clinic placement experiences through your diploma program along with relevant education.
We will consider applicants who are nearing completion (graduating Spring 2026)
Skill & Ability

Medical office experience preferred
Strong computer skills with ability to use in Microsoft Word, Excel Spreadsheet, Google Sheets, Google Calendar, and preferably
Strong computer skills with experience electronic medical record systems (preferably Telus CHR, PowerChart, and Novari Booking System)
Skill in using a computer, copier, fax machine, scanner, and phone system
Knowledge of grammar, spelling, and punctuaHon
Knowledge of medical terminology
Ability to read, understand, and follow oral/written instructions
Ability to establish and maintain effective working relationships with patients, other employees, and the public
Non-technical

Professional personality and appearance
Warm, caring, personable, kind, friendly personality, providing excellent patient experience at all times
Ability to manage time well, multi-task, problem-solve, think criHcally
Accountable, reliable, and honest
High level of ethics and integrity
Available
Exceptional planning organizational skills
Strong verbal and wricen communicaHon skills
Ability to work as a team player
Efficient, proactive, takes initiative
Teachable, receptive to learning or responds well to feedback, improving their expertise in the medical office
Expected to engage in teaching or training other newly hired staff as needed
Job Type: Full-time

Pay: $20.00-$25.00 per hour

Education:

Secondary School (preferred)
Experience:

Medical office: 1 year (preferred)
Work Location: Hybrid remote in North York, ON M2J 1V1
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