Job Summary

We are seeking a dynamic, bilingual Medical Office Assistant/Administrator (Mandarin and Cantonese) to join our busy healthcare team. In this essential role, you will serve as a primary point of contact for patients and visitors, creating a welcoming and professional environment while supporting the efficient day-to-day operations of the clinic.

The successful candidate will manage a variety of administrative and patient-facing responsibilities, including appointment scheduling, patient communications, documentation, and coordination with healthcare providers. Robust organizational skills, attention to detail, knowledge of medical terminology, and proficiency with office and medical software are important for success in this role.

As a key member of our team, the Medical Office Assistant/Administrator will help improve clinic workflows, enhance the patient experience, and support healthcare providers in delivering high-quality care. Through accuracy, professionalism, and timely communication, this role contributes directly to maintaining an efficient, supportive, and trusted healthcare practice.

Key Responsibilities

Patient Service & Front Desk

- Greet and assist patients and visitors in a warm, professional manner, serving as the first point of contact for the clinic.
- Provide excellent customer service in English, Mandarin, and Cantonese.
- Manage patient check-in and check-out, including verifying health cards and updating patient information as required.
- Respond promptly and professionally to patient questions and concerns.
- Process patient payments for various services using the clinic POS system and provide or email receipts through Juvonno.
- Manage patient invoices through PatientServ.

Appointment Scheduling & Patient Communication
- Schedule, coordinate, and manage patient appointments while supporting efficient daily clinic flow.
- Notify patients of appointments promptly by phone, text, email, or Medeo.
- Ensure appointment notifications include the complete appointment date, time, and other relevant details.
- Contact patients directly with appointment details when required, even when documentation indicates that the patient has already been notified by the office.
- Upload appointment confirmations to patient charts using appropriate labels.
- Review, approve, and manage online appointment bookings.




- Coordinate with healthcare providers to optimize scheduling and address appointment changes or follow-up requirements.

Phone, Email & Fax Management
- Manage a multi-line telephone system and prioritize incoming and outgoing calls based on urgency.
- Handle appointment inquiries, patient questions, follow-up calls, and other clinic communications professionally and efficiently.
- Review and manage incoming clinic emails and ensure appropriate follow-up.
- Monitor and process incoming faxes using Phelix, directing information to the appropriate provider or patient chart.
- Ensure all urgent communications and tasks are addressed the same day.

Medical Records & Documentation
- Maintain accurate and up-to-date electronic medical records (EMRs).
- Add, upload, scan, label, and file documents accurately within patient charts.
- Forward relevant documentation and information to family physicians and other healthcare providers as required.
- Ensure the physical scan tray is reviewed and emptied daily.
- Perform accurate data entry and maintain organized electronic and physical records.
- Maintain patient confidentiality and handle personal health information in accordance with clinic policies and applicable privacy requirements.

Administrative & Clinic Support
- Provide general administrative support, including filing, scanning, data entry, billing, and document management.
- Log in to and monitor Slack and other required clinic communication platforms during working hours.
- Support healthcare providers and other team members with administrative needs as required.
- Collaborate with medical and administrative staff to maintain efficient clinic operations and continuity of patient care.
- Effectively multitask and prioritize responsibilities in a busy, high-volume medical office environment.
- Adapt to changing priorities and assist with additional administrative duties as required to support overall clinic operations.

Experience,



Education and Qualifications
- 3+ years of experience working in a medical, healthcare, or similar clinical office environment is preferred.
- Diploma or certification in Medical Office Administration, Healthcare Administration, or a related field is preferred.
- Fluency in Mandarin and Cantonese is required, along with strong proficiency in English.
- Experience with front-desk operations, including patient intake, check-in/check-out, appointment scheduling, multi-line phone systems, and patient correspondence.
- Experience managing patient records, referrals, insurance verification, billing, claims, and other healthcare-related administrative processes.
- Proficiency with Electronic Medical Record (EMR/EHR) systems and healthcare or office management software.
- Experience using Accuro EMR is strongly preferred, including patient registration, appointment scheduling, chart management, document uploading, and maintaining accurate patient records.
- Strong understanding of medical terminology and medical office procedures.
- Demonstrated ability to maintain accurate patient documentation and protect patient confidentiality in accordance with applicable healthcare privacy requirements.
- Excellent organizational and time-management skills with the ability to multitask, prioritize urgent matters, and manage a high volume of work in a fast-paced healthcare environment.
- Strong verbal and written communication skills with the ability to communicate professionally and compassionately with patients, healthcare providers, and team members.
- Basic clinical knowledge, including familiarity with tasks such as taking vital signs and preparing examination rooms, is considered an asset.
- Strong attention to detail, accuracy, professionalism, reliability, and a positive approach to patient service.
- Ability to work independently while also collaborating effectively as part of a multidisciplinary healthcare team.

Join our team to make a meaningful difference in patient care while advancing your career in a vibrant healthcare environment! Pay: From $19.00 per hour

Benefits

- Company events
- Dental care
- On-site parking
- Paid time off

Experience:
- Medical Administration: 3 years (preferred)
- Accuro EMR: 1 year (preferred)

Work Location: In person

📌 Mandarin/ Cantonese Speaking Medical Office Administrator (Markham)
🏢 Unify Health
📍 Markham