About the Position

Our specialist internal medicine clinic is seeking a friendly, organized, and dependable Medical Office Assistant to join our team in a fully remote work-from-home role.

As the primary administrative contact for the clinic, you will play an essential role in ensuring the practice operates efficiently while providing excellent service to our patients. You will be responsible for answering telephone calls, scheduling appointments, coordinating communication, managing referrals and medical records, and completing a variety of administrative tasks that support patient care.

Fluency in English, Cantonese, and Mandarin is mandatory. The successful applicant must be able to communicate confidently with patients by telephone in all three languages and must also be able to read and write both English and Chinese accurately.

This is a permanent, essentially full-time employee position.

As the clinic continues to grow and evolve, responsibilities may also change over time. In addition to the duties described below, the physician may assign other Medical Office Assistant or administrative responsibilities that are reasonably related to the position. Appropriate training will be provided where required.

This position involves handling highly confidential personal health information. Applicants must be able to maintain a secure home work environment that meets the clinic’s privacy and information security standards at all times.

Although this is a remote position, applicants must reside in the Greater Vancouver area, as occasional in-person meetings approximately 1–2 times per month are required for training, workflow review, quality improvement, and team meetings.

A clinic laptop and work phone will be provided.

Privacy & Security

Protection of patient confidentiality is one of the most important responsibilities of this position.

Because this role involves access to confidential personal health information, applicants must strictly follow all clinic privacy, confidentiality, and information security policies.

Employees must:

- Work only from their designated private home workspace
- Ensure computer screens cannot be viewed by family members, roommates, visitors, or anyone else
- Work in an area where patient information and telephone conversations cannot be seen or overheard by others
- Use only a secure, password-protected home Wi-Fi network
- Never use public Wi-Fi, unsecured wireless networks, shared public internet connections, or other networks that do not meet the clinic’s security requirements when accessing clinic information
- Keep the clinic laptop and work phone at their designated home workspace unless specifically authorized by the physician
- Never work from coffee shops, libraries, coworking spaces, hotels, airports, or other public locations
- Never allow unauthorized individuals to access, use, or view clinic equipment or patient information
- Maintain strict patient confidentiality at all times
- Comply with all applicable privacy legislation and clinic policies

Failure to comply with confidentiality or information security requirements may result in disciplinary action, up to and including termination of employment.

Responsibilities

Patient Communication

- Answer a high volume of incoming telephone calls professionally and courteously
- Return patient telephone calls and voicemail messages promptly
- Communicate confidently with patients in English, Cantonese, and Mandarin
- Respond to general administrative inquiries by telephone, email, and other clinic communication systems
- Provide patients with clear and accurate administrative information




- Coordinate communication between patients, the physician, other healthcare providers, hospitals, laboratories, pharmacies, and external service partners
- Maintain a calm, professional, and compassionate manner when communicating with patients

Appointment Scheduling

- Schedule, reschedule, and confirm patient appointments
- Manage appointment changes, cancellations, and waiting lists
- Coordinate physician schedules and clinic bookings
- Ensure appointments are booked accurately and according to clinic protocols
- Contact patients regarding appointment-related information and instructions
- Maintain an organized and accurate appointment calendar

Referrals and Medical Records

- Receive, review, and process incoming referrals
- Register new patients and maintain accurate demographic and contact information
- Upload, organize, and manage incoming medical documents
- Ensure referrals, reports, forms, and correspondence are entered into the correct patient chart
- Request missing information from referring offices or other healthcare providers when required
- Maintain accurate and up-to-date electronic medical records
- Assist with outgoing referrals and the transmission of medical documents

Administrative Support

- Monitor clinic email, voicemail, electronic faxes, and other communication systems
- Complete administrative forms, letters, and correspondence
- Assist with billing-related administrative tasks as required
- Track outstanding administrative tasks and follow up when needed
- Maintain accurate documentation of patient communications within the electronic medical record
- Assist with prescription renewal requests and other administrative workflows according to clinic procedures
- Support efficient day-to-day clinic operations
- Perform other administrative or Medical Office Assistant duties assigned by the physician that are reasonably related to the position

Work Schedule

- Monday, Tuesday, Wednesday, Friday, and Saturday
- Standard hours are 9:00 AM to 4:00 PM
- Thursday off
- The employee must be available and actively working throughout the scheduled hours
- Telephone calls, scheduling, and administrative tasks are expected to be completed during scheduled work hours
- This role requires consistent daytime coverage and is not designed as an evening or work-at-your-own-time position
- For the right candidate, limited adjustments to the work schedule, such as finishing at 3:00 PM for school pick-up or other family responsibilities, may be considered based on the operational needs of the clinic

Qualifications

Required

- Eligible to work in Canada
- Fluent in spoken English, Cantonese, and Mandarin
- Able to read and write both English and Chinese proficiently
- Previous Medical Office Assistant or medical office experience
- Excellent customer service and interpersonal skills
- Friendly, professional, and compassionate telephone manner
- Comfortable handling a high volume of telephone calls while maintaining a friendly and professional manner
- Strong verbal communication skills in English, Cantonese, and Mandarin
- Strong written communication skills in both English and Chinese
- Excellent organizational and time-management skills




- Ability to multitask and manage competing priorities
- Ability to work independently with minimal supervision
- Reliability and consistent availability during scheduled work hours
- Solid computer skills and willingness to learn new technology
- Excellent attention to detail
- Ability to accurately follow clinic procedures and instructions
- Comfortable working with multiple computer applications simultaneously, including an EMR, email, web browser, PDF documents, communication platforms, and administrative software
- Private and secure home workspace suitable for confidential healthcare work
- Reliable high-speed internet with a secure, password-protected home Wi-Fi network
- Must reside in the Greater Vancouver area
- Ability to attend in-person meetings in the Greater Vancouver area approximately 1–2 times per month

Assets

- Experience working in a specialist medical practice
- Familiarity with Accuro EMR
- Familiarity with Cortico
- Familiarity with Ocean eReferral or Ocean integration
- Familiarity with CareConnect
- Knowledge of medical terminology and healthcare processes
- Experience processing referrals and managing specialist wait-lists
- Experience communicating with hospitals, laboratories, pharmacies, referring offices, and other healthcare providers
- Healthcare background, including nursing, pharmacy, medical laboratory, medicine, or another allied health profession
- Experience using AI-assisted administrative tools in a professional setting

What We Are Looking For

We are looking for someone who enjoys helping patients, communicating with people, and keeping a busy specialist practice organized.

The successful applicant should demonstrate:

- Excellent customer service
- Professional and confident telephone communication
- Patience and empathy when assisting patients
- Reliability and dependability
- Strong organizational and multitasking skills
- Ability to prioritize urgent and routine tasks appropriately
- Excellent attention to detail
- Ability to solve routine administrative problems independently
- Positive judgment and willingness to ask for guidance when necessary
- Ability to follow established workflows consistently
- Ability to work independently while collaborating closely with the physician
- Strong commitment to patient privacy, confidentiality, and information security
- Comfort learning and using new software and administrative systems

Training

- Paid training provided
- One-on-one training with the physician
- Training on clinic-specific workflows, software, privacy requirements, and administrative procedures
- Ongoing support and workflow feedback

Additional Requirements

Successful applicants may be required to provide:

- Professional references
- A satisfactory criminal record check
- Proof of eligibility to work in Canada

Why Join Our Clinic?

- Fully remote work-from-home position
- Consistent weekly work schedule
- Small, supportive specialist medical practice
- Close collaboration with the physician
- Opportunity to develop expertise in specialist medical administration
- Opportunity to use English, Cantonese, Mandarin, and written Chinese regularly
- Exposure to contemporary healthcare technology and AI-assisted administrative workflows
- Paid training and ongoing support
- Long-term permanent position

Pay: $23.00 per hour

Application question(s):

- Do you live in Greater Vancouver area so that you can meet in-person at least 1-2x/ month?
- Do you read and write basic Chinese?

Experience:

- Medical office: 1 year (required)

Language:

- fluently both Cantonese and Mandarin (required)

Work Location: Remote

📌 Remote Medical Office Assistant (Canada)
🏢 Internal Medicine Clinic
📍 Canada