Job Description
About HealthSense:
HealthSense Medical is a primary care physician practice (7 practitioners) located in Oakville, Ontario. We offer family practice, and travel medicine services. Our approach is compassionate, personalized health care, with a focus on prevention.
Main Purpose of the Job:
To receive and triage the needs of patients at the medical reception desk. To perform tasks related to booking appointments, enrolment with physician practices, and to deliver the utmost in customer service to our patients.
Reports to:
Reception Supervisor
Direct Reports:
None
Duties and Responsibilities:
Greet patients upon arrival in a friendly and cooperative manner at all times, without exception.
Triage callers, with a view to fulfilling these in the most efficient manner, and to the highest possible quality of health and customer experience
Check-out (briefly) patients after each visit, for any follow-up/customer service need
Make medical or nursing staff aware if you feel a patient needs to be seen with greater urgency
Enroll patients with clinic physicians’ practices according to established protocols
Maintain organization & cleanliness at the reception desk
Make & receive calls, faxes & emails
Scan, fax & file documents as needed
Process payments & refunds for uninsured services
Schedule medical appointments
Effectively receive & communicate messages for Nurses, Doctors & patients
Thoroughly understand clinic policies, and effectively communicate these to patients
Keeping the schedule organized and updated in the clinic EMR
Update & validate health cards
Notify patients of their specialist appointments & prioritize which appointments need to be called first
Accurately enter & update patient demographics and information as needed
Complete nightly billing & enter data into the medical billing document (OneDrive)
Safeguard patient privacy and confidentiality
Complete other duties as assigned
Qualifications:
A minimum of a high school diploma or GED is required.
1 or 2 years practical experience in a primary care physician practice is an asset.
1 or 2 years practical experience in an in-person customer service role is an asset.
A certificate or diploma in medical office administration from a Canadian accredited post-secondary institution is an asset. (Preference is given to graduates of a CHIMA-accredited program)
A Health Information-Certified Associate (HICA) certificate is an asset
Skills:
The ability to consistently express genuine compassionate care during encounters
Superior customer service
Superior English written communication (grammar, structure, etc.)
Superior English oral communication (clarity, comprehension, etc.)
Scheduling and time-management
Prioritization and organization
The ability to make quick decisions when required.
Analytical-thinking and problem-solving
Conflict resolution skills
The ability to interpret data relevant to the position.
Fluency with medical terminology
Appreciation of the importance of privacy and confidentiality
Appreciation of the importance of propriety/conduct/behaviour in the workplace
Always exercise good judgment
Collaborative/team-based work
Accurate, error-free data entry, particular in EMR
Proficiency with EMR software, especially Accuro
Proficiency with general computer applications (e.g. Microsoft Office, Google Suite, Search)
Fluency in a second language (e.g. Arabic, Gujarati, Hindi, Mandarin, Punjabi, etc.) is an asset
Working Conditions:
This position entails working in a medical office environment, primarily at a computer workstation. An understanding of ergonomics, with a view to preventing health concerns, e.g. repetitive strain injury from typing, is expected of the employee.
While this position does not involve handling of hazardous materials such as liquid nitrogen, medical sharps (e.g. scalpels, needles, etc.), and medications, medical offices often have such materials present. There are numerous safeguards in place to prevent unnecessary exposure. The employee is expected to be fully aware of these in order to maintain safety in the workplace.
This position may require working evenings, weekends, and/or overtime.
Physical Requirements
Strength Guidelines
The ability to lift weight approximating 20 lb. (e.g. a box of printer paper).
Motion Parameters
The ability to sit or stand at a desk for long hours.
The ability to handle the demands of operating a computer keyboard and mouse for long hours.
Vision and Hearing Requirements
The ability to spend long hours in front of a computer screen.
The ability to adequately hear patients’ verbal communication at the reception desk.
Psychological Demands
The ability to not become frustrated or impatient with demanding patients. It is recognized that our service expressly exists to assist people with their health. As such, we will often receive patients who are unwell and may not express themselves in the most polite or respectful manner. To be clear, this does not mean that we accept or tolerate abuse of our staff.
The ability to not become frustrated or impatient with the demands of the job, including requests from co-workers, physicians, etc.
The ability to be assertive and respectful in situations where conflicts may arise
Job Types: Full-time, Part-time, Permanent
Expected hours: 20 – 40 per week
Benefits:
On-site parking
Store discount
Schedule:
8 hour shift
Day shift
Evening shift
Monday to Friday
Morning shift
On call
Weekends as needed
Ability to commute/relocate:
Oakville, ON L6M 5E4: reliably commute or plan to relocate before starting work (required)
Education:
Secondary School (required)
A certificate or diploma in: Medical Office Assistant, Medical Office Administration, or Office Administration - Health Services is an asset
Experience:
Medical Reception in a PRIMARY CARE OFFICE (Physician, NP): 1 year (required)
Language:
English with fluency/mastery (required)
Work Location: In person
Job Types: Full-time, Part-time, Permanent
Pay: $20.00-$21.00 per hour
Benefits:
On-site parking
Store discount
Schedule:
8 hour shift
Day shift
Evening shift
Monday to Friday
Morning shift
Weekends as needed
Ability to commute/relocate:
Oakville, ON L6M 5E4: reliably commute or plan to relocate before starting work (required)
Education:
Secondary School (required)
Experience:
Medical Reception/MOA in a PRIMARY CARE OFFICE (MD, NP): 1 year (required)
Accuro EMR: 1 year (preferred)
Language:
English with fluency/mastery (required)
Work Location: In person
HealthSense Medical is a primary care physician practice (7 practitioners) located in Oakville, Ontario. We offer family practice, and travel medicine services. Our approach is compassionate, personalized health care, with a focus on prevention.
Main Purpose of the Job:
To receive and triage the needs of patients at the medical reception desk. To perform tasks related to booking appointments, enrolment with physician practices, and to deliver the utmost in customer service to our patients.
Reports to:
Reception Supervisor
Direct Reports:
None
Duties and Responsibilities:
Greet patients upon arrival in a friendly and cooperative manner at all times, without exception.
Triage callers, with a view to fulfilling these in the most efficient manner, and to the highest possible quality of health and customer experience
Check-out (briefly) patients after each visit, for any follow-up/customer service need
Make medical or nursing staff aware if you feel a patient needs to be seen with greater urgency
Enroll patients with clinic physicians’ practices according to established protocols
Maintain organization & cleanliness at the reception desk
Make & receive calls, faxes & emails
Scan, fax & file documents as needed
Process payments & refunds for uninsured services
Schedule medical appointments
Effectively receive & communicate messages for Nurses, Doctors & patients
Thoroughly understand clinic policies, and effectively communicate these to patients
Keeping the schedule organized and updated in the clinic EMR
Update & validate health cards
Notify patients of their specialist appointments & prioritize which appointments need to be called first
Accurately enter & update patient demographics and information as needed
Complete nightly billing & enter data into the medical billing document (OneDrive)
Safeguard patient privacy and confidentiality
Complete other duties as assigned
Qualifications:
A minimum of a high school diploma or GED is required.
1 or 2 years practical experience in a primary care physician practice is an asset.
1 or 2 years practical experience in an in-person customer service role is an asset.
A certificate or diploma in medical office administration from a Canadian accredited post-secondary institution is an asset. (Preference is given to graduates of a CHIMA-accredited program)
A Health Information-Certified Associate (HICA) certificate is an asset
Skills:
The ability to consistently express genuine compassionate care during encounters
Superior customer service
Superior English written communication (grammar, structure, etc.)
Superior English oral communication (clarity, comprehension, etc.)
Scheduling and time-management
Prioritization and organization
The ability to make quick decisions when required.
Analytical-thinking and problem-solving
Conflict resolution skills
The ability to interpret data relevant to the position.
Fluency with medical terminology
Appreciation of the importance of privacy and confidentiality
Appreciation of the importance of propriety/conduct/behaviour in the workplace
Always exercise good judgment
Collaborative/team-based work
Accurate, error-free data entry, particular in EMR
Proficiency with EMR software, especially Accuro
Proficiency with general computer applications (e.g. Microsoft Office, Google Suite, Search)
Fluency in a second language (e.g. Arabic, Gujarati, Hindi, Mandarin, Punjabi, etc.) is an asset
Working Conditions:
This position entails working in a medical office environment, primarily at a computer workstation. An understanding of ergonomics, with a view to preventing health concerns, e.g. repetitive strain injury from typing, is expected of the employee.
While this position does not involve handling of hazardous materials such as liquid nitrogen, medical sharps (e.g. scalpels, needles, etc.), and medications, medical offices often have such materials present. There are numerous safeguards in place to prevent unnecessary exposure. The employee is expected to be fully aware of these in order to maintain safety in the workplace.
This position may require working evenings, weekends, and/or overtime.
Physical Requirements
Strength Guidelines
The ability to lift weight approximating 20 lb. (e.g. a box of printer paper).
Motion Parameters
The ability to sit or stand at a desk for long hours.
The ability to handle the demands of operating a computer keyboard and mouse for long hours.
Vision and Hearing Requirements
The ability to spend long hours in front of a computer screen.
The ability to adequately hear patients’ verbal communication at the reception desk.
Psychological Demands
The ability to not become frustrated or impatient with demanding patients. It is recognized that our service expressly exists to assist people with their health. As such, we will often receive patients who are unwell and may not express themselves in the most polite or respectful manner. To be clear, this does not mean that we accept or tolerate abuse of our staff.
The ability to not become frustrated or impatient with the demands of the job, including requests from co-workers, physicians, etc.
The ability to be assertive and respectful in situations where conflicts may arise
Job Types: Full-time, Part-time, Permanent
Expected hours: 20 – 40 per week
Benefits:
On-site parking
Store discount
Schedule:
8 hour shift
Day shift
Evening shift
Monday to Friday
Morning shift
On call
Weekends as needed
Ability to commute/relocate:
Oakville, ON L6M 5E4: reliably commute or plan to relocate before starting work (required)
Education:
Secondary School (required)
A certificate or diploma in: Medical Office Assistant, Medical Office Administration, or Office Administration - Health Services is an asset
Experience:
Medical Reception in a PRIMARY CARE OFFICE (Physician, NP): 1 year (required)
Language:
English with fluency/mastery (required)
Work Location: In person
Job Types: Full-time, Part-time, Permanent
Pay: $20.00-$21.00 per hour
Benefits:
On-site parking
Store discount
Schedule:
8 hour shift
Day shift
Evening shift
Monday to Friday
Morning shift
Weekends as needed
Ability to commute/relocate:
Oakville, ON L6M 5E4: reliably commute or plan to relocate before starting work (required)
Education:
Secondary School (required)
Experience:
Medical Reception/MOA in a PRIMARY CARE OFFICE (MD, NP): 1 year (required)
Accuro EMR: 1 year (preferred)
Language:
English with fluency/mastery (required)
Work Location: In person
💡 Quick Summary
Seeking a career-building opportunity? The Medical Receptionist position is now open for candidates interested in the Data Entry Jobs sector. This role in Oakville offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Data Entry Jobs is a plus.
