Medical Office Assistant — Family Practice

Join Our Team

Grimsby Medical Associates is committed to providing high-quality, comprehensive, patient-centred primary care in a timely manner to residents of the Grimsby area. We are seeking a dependable and service-oriented Medical Office Assistant to support patients, physicians, nurses, allied health professionals, and administrative colleagues in a busy family practice.

Position Summary

The Medical Office Assistant is often the first point of contact for patients and helps keep daily clinic operations organized, accurate, and responsive. The successful candidate will manage reception, appointment scheduling, patient registration, telephone and electronic communications, medical records, referrals, forms, supplies, and routine clinical-area support within the position’s authorized scope. This role requires sound judgment, discretion, attention to detail, and a calm, respectful approach in a fast-paced healthcare environment.

Position Details

· Location: Grimsby, Ontario

· Employment type: FULL TIME

· Schedule: Monday- Friday – 830am-430 pm Eve clinic Shift 12- 8pm , Saturday : 830am- 1130 am

· Compensation: $22 / HR

· Reports to: Manager / Designate

· Anticipated start date: As soon as possible

Key Responsibilities

· Welcome patients, verify identity and health-card information, register new patients, and maintain accurate demographic and contact details.

· Schedule and confirm appointments according to visit type, urgency, provider preferences, and clinic guidelines; manage cancellations, rescheduling, waitlists, and daily patient flow.

· Answer and direct calls professionally, document messages accurately in the electronic medical record (EMR),



and route clinical questions or urgent concerns promptly to nursing or provider staff.

· Communicate appointment instructions, clinic updates, and administrative information clearly using plain language and culturally respectful practices.

· Prepare patient charts, forms, requisitions, consultation packages, and supporting documentation before appointments.

· Process and track referrals, forms, insurance requests, incoming records, laboratory and diagnostic reports, hospital documentation, faxes, mail, and portal communications.

· Scan, index, upload, file, and retrieve records accurately; maintain confidentiality across verbal, written, electronic, virtual, and fax communications.

· Prepare and restock examination rooms and clinical areas; assist with room turnover, inventory monitoring, expiry checks, and supply ordering.

· Support specimen-handling workflows, vaccine clinics, preventive-care programs, recalls, screening, outreach, and health-promotion initiatives as assigned and within authorized scope.

· Recognize and escalate patient deterioration, urgent calls, abnormal or missing information, privacy concerns, safety issues, complaints, and incidents according to clinic procedures.

· Participate in opening and closing routines, staff meetings, training, quality-improvement activities, and business-continuity procedures.

Qualifications





· Secondary school diploma required; a Medical Office Administration certificate or equivalent education is preferred.

· Previous experience in a medical office, family practice, or other healthcare setting is preferred.

· Experience with EMR systems, appointment scheduling, scanning, faxing, patient portals, and multi-line telephone systems is an asset.

· Knowledge of medical terminology, referral processes, records management, and Ontario privacy requirements, including PHIPA, is preferred.

· Strong written and verbal communication skills, professional telephone manner, and commitment to respectful, patient-centred service.

· Excellent organization, accuracy, time management, and ability to manage competing priorities with minimal supervision.

· Demonstrated discretion, reliability, accountability, teamwork, and sound judgment.

· Ability to recognize the limits of the MOA role and promptly refer clinical questions, urgent concerns, or unauthorized activities to regulated clinical staff.

Core Competencies

· Patient service and relationship management

· Confidentiality and secure information handling

· Attention to detail and accurate documentation

· Professionalism, adaptability, and collaboration

· Prioritization and problem-solving in a busy clinic

· Commitment to safety, accessibility, infection prevention, and continuous learning

Working Conditions

Work is performed in a busy family-practice setting and involves frequent interaction with patients, families, and healthcare professionals; sustained computer and telephone use; handling confidential information; and occasional movement of routine office or clinic supplies.

Pay: $21.00-$22.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Medical Office Assistant (Canada)
🏢 Grimsby Medical Associate
📍 Canada