About HealthSense:

HealthSense Medical is a primary care physician practice (6 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

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




- Able to assist with triaging patients and taking vitals and offer support when needed

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.
- 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
- Exceptional customer service
- 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
- Keeping privacy and confidentiality with patient records
- 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 Avaros
- 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 involves working in a medical office with regular computer and desk work. Employees are expected to follow proper ergonomic and workplace safety practices.
- Hazardous materials, sharps, and medications may be present in the clinic. Employees must follow all safety procedures to prevent unnecessary exposure.
- Employees are expected to remain patient, qualified, and respectful when dealing with patients, co-workers, and physicians, including during stressful or challenging situations. Abuse or disrespect toward staff is not tolerated.
- Employees are expected to communicate respectfully, manage workplace demands professionally, and handle conflicts in a calm and assertive manner.

Job Types: Full-time, Permanent

Expected hours: 20 – 40 per week

Schedule

- 8 hour shift
- Day shift
- Afternoon
- Evening shift
- Monday to Friday
- 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 Type: Full-time

Pay: $19.00-$20.00 per hour

Benefits

- On-site parking

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)

Language:
- English with fluency/mastery (required)

Work Location: In person

📌 Medical Office Assistant (Oakville)
🏢 HealthSense Medical
📍 Oakville