Medical Administrative Assistant

Ottawa Pain and Spine Institute (OPSI) | Ottawa, Ontario

Full-Time

Ottawa Pain and Spine Institute (OPSI) is seeking an experienced, professional, and highly organized Medical Administrative Assistant to join our specialized healthcare team.

OPSI is a busy outpatient medical clinic providing care to patients with chronic pain and spine-related conditions. Our services include specialist consultations, medication management, interventional pain procedures, fluoroscopy-guided procedures, and infusion therapies.

We are looking for an experienced medical administrator who is confident working in a fast-paced clinical environment and who can effectively support physicians, clinical staff, and patients.

Previous experience using PS Suite EMR is required.

Key Responsibilities

- Manage a busy medical reception area while providing professional and compassionate patient service
- Answer and triage incoming telephone calls and patient inquiries
- Schedule and coordinate consultations, follow-up appointments, procedures, and treatments
- Manage physician schedules and assist in maintaining efficient daily clinic flow
- Register patients and accurately maintain demographic and medical information in PS Suite
- Process incoming referrals and ensure required documentation is received and appropriately entered into the EMR
- Manage incoming and outgoing faxes, reports, consultation notes, forms, and medical correspondence
- Scan, upload, categorize, and route clinical documents accurately within PS Suite
- Coordinate communication with referring physicians, family doctors, pharmacies, hospitals, specialists, and other healthcare providers




- Assist with prescription and pharmacy-related communications according to clinic protocols
- Support procedure scheduling and ensure required patient instructions and documentation are communicated
- Follow up on outstanding referrals, reports, investigations, and documentation as required
- Assist with OHIP-related administrative processes and billing support as applicable
- Maintain accurate patient records and strict confidentiality at all times
- Provide administrative support to physicians, nurses, medical radiation technologists, and other members of the clinical team
- Perform additional administrative duties required to support efficient clinic operations

Qualifications

- Previous PS Suite experience is required
- Minimum 2 years of medical administrative experience preferred
- Previous experience in a physician's office, specialist clinic, hospital outpatient department, or similar medical environment
- Strong understanding of medical terminology and medical office procedures
- Experience managing referrals and physician schedules
- Familiarity with OHIP processes and medical billing is considered an asset
- Excellent computer and data-entry skills
- Strong telephone etiquette and professional communication skills
- Exceptional attention to detail and organizational ability




- Ability to prioritize multiple responsibilities in a busy setting
- Strong problem-solving skills and ability to take initiative
- Reliable, punctual, and accountable
- Professional and respectful when communicating with patients and colleagues
- Able to work effectively both independently and as part of a multidisciplinary healthcare team

The Person We Are Looking For The successful candidate will be someone who is organized, proactive, dependable, and confident. You should be comfortable taking ownership of your responsibilities, following established clinic protocols, communicating professionally with physicians and patients, and adjusting priorities when the clinical environment requires it.

Because our patients are often managing chronic and complex medical conditions, patience, professionalism, discretion, and compassionate communication are essential.

Position Details

Position: Medical Administrative Assistant

Location: Ottawa Pain and Spine Institute – Ottawa, Ontario

Employment: Full-Time

Experience: Medical administrative experience required

EMR: PS Suite experience required

How to Apply

Please submit your resume along with a brief summary of your medical administrative experience.

Please clearly indicate your level of experience with PS Suite when applying.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: $19.00-$25.00 per hour

Expected hours: 24.0 – 35.0 per week

Benefits

- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care

Work Location: In person

📌 Medical Administrative Assistant (Ottawa)
🏢 Ottawa Pain and Spine Institute
📍 Ottawa