Salary Range

The salary range for this position is CAD $30.55 - $32.39 / hour

Detailed Overview

Reporting to the Manager, the Medical Office Supervisor oversees and performs a variety of administrative support functions, such as reception, transcription, service provider support, and MSP billing. Provides input into the development and evaluation of programs, policies, procedures and standards; processes and monitors expenditures; compiles information and prepares reports; supervises assigned administrative support staff in one or more related sites; participates in performance management, recruitment and selection, attendance management, discipline and training. Liaises with a variety of internal and external individuals, departments, and organizations. This position may work in more than one location.

Responsibilities

- Oversees and participates in the workflow of the Centre/Clinics, which includes reception, scheduling of appointments, supporting the work of healthcare providers, transcription and data entry for the purposes pf patient registration, MSP billing information for Teleplan System, following up on outstanding, aged, and rejected claims, MSP remittances and adjustments.
- Supervises designated staff by performing duties such as determining work priorities and allocating work accordingly; monitors performance and provides feedback to staff; prepares and/or participates in performance appraisals in conjunction with the Manager; orients recent staff, determines training requirements and organizes.
- Performs payroll functions as required, such as maintaining time keeping and attendance records, reviewing time sheets for accuracy, entering data into computerized payroll systems, verifying input data, distributing pay cheque stubs to employees, investigating and responding to employee inquiries related to payroll.
- Maintains administrative and/or program staff work schedules as required, including scheduling and monitoring leaves for administrative staff, coordinating vacation schedules, pre-approving and tracking extended leave requests, and monitoring leave entitlements. Resolves staffing problems as required, including calling in administrative and/or Program staff to ensure appropriate staffing levels. Gathers, compiles, and/or prepares reports on administrative and/or program staffing information for the Manager; follows-up on attendance management issues with the Manager.
- Assists in the recruitment and selection of administrative staff by performing duties such as reviewing applications,



providing input into the development of interview questions, and participating on interview panels; provides feedback to the Manager regarding selection decisions. Prepares, tracks and maintains forms related to administrative and/or program staffing changes, new hires and postings.
- Prepares purchase orders and/or requisitions for office supplies and equipment and forwards for approval; verifies codes and calculations, tracks invoices, follows up on discrepancies, and contacts others for correction of errors. Investigates invoice anomalies and damaged shipments as required. Maintains a petty cash fund.
- Provides the Manager with day-to-day financial information with regards to program and supply costs for the purpose of monitoring expenditures against budget allocations; prepares related reports as requested by the Manager.
- Provides administrative/clerical support to the program by performing duties such as developing and maintaining record keeping/filing systems, screening and prioritizing incoming mail, managing schedules, arranging meetings, taking minutes, composing correspondence and coordinating services according to priorities.
- Performs word processing duties such as inputting client information, maintaining relevant registers, updating manuals, and preparing medical, legal and other reports, charts, tables, letters, presentation material, and newsletters from rough draft, general instruction, and/or recording devices, using software applications such as word processing, spreadsheets, graphics, and databases. Proofreads documents as required. Researches and compiles information to produce a variety of statistical or general reports as required.
- Provides input into the development, maintenance, and evaluation of office and clerical support work processes, methods and procedures. Identifies quality improvement activities within the office, makes recommendations to the Manager and implements changes. Provides advice and guidance to department staff on administrative policies and procedures.
- Monitors maintenance of the facility and its equipment by consulting with users regarding requirements,



contacting suppliers to obtain information such as price, source of supply, delivery date, and informing user departments. Researches solutions and provides input to the Manager. Arranges for ongoing building maintenance and repairs as required. Maintains building security by monitoring key distribution/access cards; ensures staff and outside agencies are aware of alarm system and security procedures.
- Liaises with computer technical support services to ensure timely servicing of computer equipment; provides informal training to department staff on the use of equipment and software and acts as a resource.
- Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff, maintains related records.
- Answers inquiries and addresses issues by telephone and in person from a variety of sources such as clients, doctors’ offices, WorkSafe BC, staff, and the public.
- Participates in meetings or on committees on behalf of the Program, Manager and/or unit as scheduled or as required by the Manager.
- Performs other related duties as required.

Qualifications

Education, Training, and Experience: Grade 12, plus certificate from a recognized Medical Office Assistant Certification program, plus three (3) years' recent related experience including one (1) year in a supervisory role, or an equivalent combination of education, training, and experience.

Valid BC Driver's License and access to a personal vehicle for work purposes.Skills and Abilities:

- Ability to communication effectively both verbally and in writing.
- Ability to deal effectively with others.
- Ability to problem solve, makes decisions and exercise sound judgment.
- Ability to take initiative.
- Ability to provide supervision, leadership and work direction.
- Ability to plan, organize and prioritize work.
- Ability to work independently and in collaboration with others.
- Ability to type 50 wpm.
- Ability to use applicable computer equipment and software at an intermediate level.
- Working knowledge of applicable components of relevant collective agreements.
- Comprehensive knowledge of general office practice and procedures and their application.
- Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
- Knowledge of medical terminology.
- Physical ability to perform the duties of the position.
- Demonstrated ability to operate related equipment.

📌 Medical Office Supervisor, Primary Health Care (Surrey)
🏢 Fraser Health
📍 Surrey