Title: Medical OfficeAssistant- (Casual)
Number of Positions: Multiple
Competition Number: C208
Location: Phoenix Center (Main Campus)
Position Status: Casual - On Call
Reports to: Sr. Manager, Clinical Operations and Services
Compensation: (Grid 8) $27.26 - $29.16

Job Summary:

The Medical Office Assistant (MOA)at Phoenix Society provides support to clients, physicians, nurses, and otherhealth professionals. Key responsibilities include performing administrativeduties; maintaining communication with clients and staff; maintaining clientand health records; providing intake services; preparing clinical settings, andbuilding positive relationships with clients. The position is a key member ofthe clinical care team and works closely with staff within the health clinicand throughout the organization, as well as with external stakeholders toensure an integrated approach to service delivery.

Responsibilities:

Administration

Perform administrative duties such as greetingclients, answering phones, booking appointments, arranging meetings,completing lab requisitions and assisting in the general organization ofthe clinic

Receive and communicate messages for medicalstaff and clients

Use health software and other computer applicationsto prepare reports, invoices, financial statements, letters, casehistories and medical records

Assist clients in completing health intake andhistory forms

Assist in the coordination and integration of theinterdisciplinary team of physicians, counsellors, nurses, social workersand pharmacists

Set up and maintain records management systems,including classifying and coding electronic and paper files

Operate standard office equipment, includingvoicemail messaging systems, photocopiers, fax machines and documentscanners

Order supplies and maintain inventory

Provides guidance & a safe learning environmentfor Practicum students & new Phoenix Society MOA staff orientating tothe organization.

Gathers and compiles information relating to clientdirectory of Community services- pharmacy, Physician offices & OATservices.

Perform other duties as required

Client Services

Assist in creating a welcoming, safe, and positiveenvironment for clients and staff

Monitor and manage the general tidiness of thewaiting room

Provide intake services to clients by determiningtheir needs or directing them to the appropriate staff

Attend to client behaviours in the waiting room bylistening, supporting, validating and, in the case of disruptivebehaviours, employing de-escalation techniques. Contact appropriate stafffor assistance if necessary





Build positive relationships with individualclients in support of positive health outcomes

Keep examination areas clean, orderly andstocked with supplies

Provide clients with information and contacts forcommunity resources

Cleans and disinfects equipment inaccordance with established procedures.

Assembles, stocks and orders medical and surgicalmaterials for clinical program.

Directs the client for Urine Drug Screen under thedirection & interpretation of the clinical staff or physician

Qualifications:

Completion of a Medical Office Assistantcertificate program

1 to 3 years of experience providing first point ofcontact service to a diverse set of clients who may be experiencing mentalhealth, addictions, poverty and trauma concerns

Satisfactory completion of a criminal records checkwith vulnerable sector screening is required

Satisfactory completion of Tuberculosis Screeningform is required

Satisfactory completion of Employee ImmunizationRecord form is required

Satisfactory completion of Nonviolent crisisintervention (NVCI)

First aid certification with CPR is required

Skills & Knowledge:

Excellent knowledge of computer literacy to operatea computerized patient care information system and word processing,spreadsheet, Internet and e-mail software

High level of integrity and dependability with astrong sense of urgency and results-orientation

Strong skills in Windows, Microsoft Word, Excel,and database management systems

Strong problem solving, analytical, and creativeskills with the ability to exercise sound judgement and make decisionsbased on accurate and timely analyses

Strong interpersonal skills and ability tocommunicate effectively in writing and verbally in English

Strong organizational and time management skills

Ability to maintain accuracy while doing multipletasks or working under pressure

Ability to deal effectively with disruptivebehaviours when required

Ability to work in a trauma-informed practice

Demonstrated commitment to the social sector with apassion for the organization’s mission is essential

Competencies:

Approach to Work

Demonstrates initiative, flexibility, adaptabilityand resourcefulness





Actively seeks and incorporates feedback to informcontinuous self-improvement

Sets goals, creates and implements action plans,monitors progress, and evaluates results

Adeptly manages competing tasks and uses timeefficiently and effectively

Job Knowledge & Quality ofWork

High-degree of relevant and current job knowledgeand skill

Consistently produces accurate, thorough,high-quality work in a timely manner

Builds and promotes a culture of health and safetyin the workplace

Implements and enforces best practices inhealth and safety within the workplace

Judgement & Decision-Making

Models independent thinking and creativity

Demonstrates effective problem-solving skills

Makes clear, consistent, transparent and timelydecisions after contemplating various available courses of action

Exercises sound judgment in the best interests ofthe organization

Communication &Interpersonal; Skills

Expresses themselves clearly and professionallyboth verbally and in writing

Displays high emotional intelligence; uses tact anddiplomacy in dealing with sensitive, complex and confidential situations

Has a manner, style and presence that makes apositive impression

Listens to and considers others’ views

Personal Leadership

Models the organization’s core values of socialjustice, teamwork, social innovation, and strength-based practices

Fosters enthusiasm, energy and commitment

Takes responsibility for personal actions,performance and health

Is reliable and accountable; shows up on time readyto work

Teamwork & Collaboration

Effectively works with their colleagues to ensureorganizational success

Champions positive working relationships with staffand external stakeholders

Supports an environment of openness, and championsteamwork and communication across programs

Leverages the expertise and experience of othersfor organizational success

External applicants will be reviewed after internal applicants have been reviewed and interviewed.

Phoenix is committed to employmentequity and encourages applications from people of all gender identities andexpressions, persons with disabilities, Indigenous peoples and visibleminorities. Persons with disabilities who anticipate needing accommodations forany part of the application and hiring process may contact our HR department.Any personal information provided will be maintained in confidence.

While we thank all applicants fortheir interest in this opportunity, only those selected for an interview willbe contacted.

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📌 Medical Office Assistant - (Casual) Surrey, BC (British Columbia)
🏢 Phoenix Society
📍 British Columbia