Job Description
Full job description
About HealthNOW
HealthNOW is a multidisciplinary healthcare organization delivering timely, specialized medical services to patients across Ontario. The clinic is designed around rapid access, coordinated care, and high clinical standards, with a strong focus on neurology, concussion care, chronic pain, mental health, rehabilitation, and allied health services.
HealthNOW operates with a fully integrated clinical and administrative infrastructure. Physicians are supported by dedicated front office and back office teams who manage all scheduling, referrals, patient coordination, billing, documentation workflows, and operational logistics. This structure allows physicians to focus exclusively on clinical care while benefiting from a professionally managed, high volume referral environment.
HealthNOW provides both in-person care at its Newmarket, Ontario clinic and secure virtual care services to patients throughout Ontario, working closely with insurers, legal professionals, and healthcare partners to deliver comprehensive, patient-centered outcomes.
This role supports existing patient demand and ongoing needs within HealthNOW’s clinical programs.
Job Overview
This job is onsite in our Newmarket location. We are seeking a dedicated and organized Office Administrator to join our healthcare practice. The ideal candidate will play a vital role in managing daily administrative operations, ensuring smooth communication between staff and patients, and maintaining accurate medical records. This position offers an opportunity to work in a professional environment focused on providing exceptional patient care. The Office Administrator will be responsible for coordinating office activities, supporting medical staff, and ensuring compliance with healthcare regulations.
Duties
Greet patients upon referral and provide them with necessary information regarding their next steps in booking appointments.
Schedule, confirm, and manage patient appointments.
Maintain and update electronic medical records (EMR) with accuracy and confidentiality.
Assist patients in completing necessary forms and documentation prior to their appointments.
Communicate effectively with patients regarding their treatment plans, follow-up care, and any other inquiries.
Collaborate with medical staff to ensure efficient patient flow and address any scheduling conflicts.
Handle phone calls and correspondence related to patient care, including insurance verification and billing inquiries.
Assist with general administrative tasks as needed.
Requirements
Previous experience as a Medical Office Assistant or a degree in Medical Office Administration is mandatory. If you have not done this job before and have no previous experience please do NOT apply.
Experience with OSCAR PRO electronic medical records (EMR) systems is mandatory. You must know how to effectively use OSCAR Pro and will be our resident EMR expert. :)
Ability to handle sensitive patient information with confidentiality and discretion.
Strong organizational skills with the ability to multitask in a fast-paced environment.
Excellent interpersonal skills to foster positive relationships with patients and staff.
Attention to detail to ensure accuracy in patient records and communications.
Ability to work collaboratively as part of a team while also being self-motivated.
Customer service-oriented mindset
Ability to support more than 1 physician.
This position offers an opportunity to make a significant impact on patient care while working in a supportive environment dedicated to health excellence.
Pay: $17.20-$21.00 per hour
Expected hours: 40.0 per week
Experience:
OSCAR EMR: 3 years (required)
Language:
English (required)
Location:
Newmarket, ON (required)
Work Location: In person
About HealthNOW
HealthNOW is a multidisciplinary healthcare organization delivering timely, specialized medical services to patients across Ontario. The clinic is designed around rapid access, coordinated care, and high clinical standards, with a strong focus on neurology, concussion care, chronic pain, mental health, rehabilitation, and allied health services.
HealthNOW operates with a fully integrated clinical and administrative infrastructure. Physicians are supported by dedicated front office and back office teams who manage all scheduling, referrals, patient coordination, billing, documentation workflows, and operational logistics. This structure allows physicians to focus exclusively on clinical care while benefiting from a professionally managed, high volume referral environment.
HealthNOW provides both in-person care at its Newmarket, Ontario clinic and secure virtual care services to patients throughout Ontario, working closely with insurers, legal professionals, and healthcare partners to deliver comprehensive, patient-centered outcomes.
This role supports existing patient demand and ongoing needs within HealthNOW’s clinical programs.
Job Overview
This job is onsite in our Newmarket location. We are seeking a dedicated and organized Office Administrator to join our healthcare practice. The ideal candidate will play a vital role in managing daily administrative operations, ensuring smooth communication between staff and patients, and maintaining accurate medical records. This position offers an opportunity to work in a professional environment focused on providing exceptional patient care. The Office Administrator will be responsible for coordinating office activities, supporting medical staff, and ensuring compliance with healthcare regulations.
Duties
Greet patients upon referral and provide them with necessary information regarding their next steps in booking appointments.
Schedule, confirm, and manage patient appointments.
Maintain and update electronic medical records (EMR) with accuracy and confidentiality.
Assist patients in completing necessary forms and documentation prior to their appointments.
Communicate effectively with patients regarding their treatment plans, follow-up care, and any other inquiries.
Collaborate with medical staff to ensure efficient patient flow and address any scheduling conflicts.
Handle phone calls and correspondence related to patient care, including insurance verification and billing inquiries.
Assist with general administrative tasks as needed.
Requirements
Previous experience as a Medical Office Assistant or a degree in Medical Office Administration is mandatory. If you have not done this job before and have no previous experience please do NOT apply.
Experience with OSCAR PRO electronic medical records (EMR) systems is mandatory. You must know how to effectively use OSCAR Pro and will be our resident EMR expert. :)
Ability to handle sensitive patient information with confidentiality and discretion.
Strong organizational skills with the ability to multitask in a fast-paced environment.
Excellent interpersonal skills to foster positive relationships with patients and staff.
Attention to detail to ensure accuracy in patient records and communications.
Ability to work collaboratively as part of a team while also being self-motivated.
Customer service-oriented mindset
Ability to support more than 1 physician.
This position offers an opportunity to make a significant impact on patient care while working in a supportive environment dedicated to health excellence.
Pay: $17.20-$21.00 per hour
Expected hours: 40.0 per week
Experience:
OSCAR EMR: 3 years (required)
Language:
English (required)
Location:
Newmarket, ON (required)
Work Location: In person
💡 Quick Summary
Seeking a career-building opportunity? The OHIP Pateint Care Coordinator - Medical Office Admin position is now open for candidates interested in the Back Office Jobs sector. This role in Newmarket 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 Back Office Jobs is a plus.
