Medical Office Assistant (MOA)

Empathy Collaborative Health Clinics / Empaglow Clinic

Location: Calgary, Alberta

Position: Medical Office Assistant (MOA)

Employment Type: Full-Time / Part time

About Us

Empathy Collaborative Health Clinics / Empaglow Clinic is a modern, patient-centred medical and aesthetic clinic committed to providing high-quality medical care, dermatology-focused services, skin health, and aesthetic treatments in a welcoming and professional environment.

We are looking for a friendly, organized, professional, and highly motivated Medical Office Assistant (MOA) to join our growing team.

Position Overview The Medical Office Assistant will play an important role in creating an exceptional patient experience while supporting the physicians and clinic team with the day-to-day administrative and clinical operations of the practice.

The ideal candidate is confident working in a busy medical environment, has excellent communication and organizational skills, pays close attention to detail, and understands the importance of confidentiality, professionalism, patient service, and efficiency.

Experience in a family practice, dermatology, medical aesthetics, or private clinic environment is an asset.

Key ResponsibilitiesPatient Reception & Customer Service

- Greet patients and visitors warmly and professionally.
- Provide an exceptional, welcoming patient experience from check-in to check-out.
- Answer telephone calls, emails, and patient inquiries in a professional manner.
- Assist patients with appointment scheduling, rescheduling, cancellations, and follow-ups.
- Manage patient flow and ensure appointments run efficiently.
- Maintain a professional and positive reception environment.
- Assist patients with questions regarding clinic services, appointment preparation, and clinic policies.

Appointment & Clinic Administration
- Manage appointments using the clinic's electronic medical/booking system, including AVA/ Jane App.
- Schedule medical, dermatology, aesthetic, and follow-up appointments appropriately.
- Maintain accurate patient demographic and contact information.
- Confirm appointments and assist with appointment reminders.
- Process payments and issue receipts.
- Assist with billing and administrative documentation.




- Maintain accurate daily schedules and support efficient clinic workflow.

Medical Office Support
- Prepare examination and treatment rooms.
- Assist physicians and clinicians with room turnover and basic clinical workflow.
- Ensure appropriate forms, supplies, and equipment are available for appointments.
- Assist with documentation and administrative tasks as required.
- Coordinate referrals, requisitions, reports, and other medical correspondence.
- Receive and organize incoming medical records, consultation reports, laboratory results, and other documentation.
- Maintain accurate and confidential patient records.

Aesthetic & Dermatology Clinic Support
- Assist with the administrative coordination of aesthetic and dermatology services.
- Provide patients with general information about available clinic services and products within the scope of the role.
- Assist with treatment preparation and room setup.
- Support before-and-after photography/documentation where appropriate and with patient consent.
- Assist with skincare product inventory, ordering, stocking, and organization.
- Maintain a clean, organized, and aesthetically professional clinic environment.
- Support the clinic's patient education and service experience.

Inventory & Clinic Operations
- Monitor medical, aesthetic, and office supplies.
- Maintain organized inventory and notify management when supplies need to be reordered.
- Assist with receiving and organizing deliveries.
- Ensure treatment rooms and reception areas are adequately stocked.
- Follow clinic procedures for cleaning, infection prevention, equipment handling, and safety.
- Assist with opening and closing clinic procedures as required.

Patient Privacy & Professionalism
- Maintain strict confidentiality of all patient information.
- Follow applicable privacy legislation, clinic policies, and professional standards.




- Demonstrate discretion and professionalism when handling sensitive medical and personal information.
- Obtain and respect appropriate patient consent when required.
- Maintain a professional appearance and manner at all times.

Qualifications & Skills

Required:

- Previous medical office or healthcare administrative experience preferred.
- Excellent communication and interpersonal skills.
- Strong organizational and time-management skills.
- Excellent attention to detail.
- Comfortable using computers and electronic medical/booking systems.
- Ability to multitask in a busy clinical environment.
- Professional, warm, and patient-centred approach.
- Ability to work independently while functioning effectively as part of a team.
- Strong confidentiality and discretion.

Preferred:

- Medical Office Assistant certificate/diploma.
- Experience with AVA/Jane App.
- Experience in family medicine, dermatology, aesthetics, or a private medical clinic.
- Experience with medical billing and referrals.
- Experience with inventory management.
- Interest in dermatology, skin health, or aesthetic medicine.

Personal Qualities We are looking for someone who is:
- Warm, friendly, and approachable
- Professional and polished
- Reliable and dependable
- Organized and detail-oriented
- Proactive and able to anticipate clinic needs
- Comfortable in a fast-paced environment
- Patient-focused and service-oriented
- A strong communicator
- Comfortable working with both medical and aesthetic clientele
- Interested in contributing to the growth and development of a modern private clinic

What We Offer
- Opportunity to work in a modern medical and aesthetic clinic.
- Collaborative and supportive working environment.
- Exposure to medical, dermatology, skin health, and aesthetic services.
- Opportunity for professional development and learning.
- Potential for increased responsibilities as the clinic grows.
- A skilled environment focused on high-quality patient care and exceptional service.

How to Apply Please submit your resume and a brief cover letter outlining your relevant experience and why you would be a good fit for Empathy Collaborative Health Clinics / Empaglow Clinic.

We are looking for someone who wants to grow with the clinic and become an integral part of our team.

Work Location: In person

📌 Medical Office Assistant (Calgary)
🏢 Dr Omolola Obadan med
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