Medical Office Assistant (MOA) – Orthopaedic Surgery Practice

Location:
Nanaimo, BC

Job Type
Full-time, Permanent Schedule: Monday to Friday, 8-4 or 9-5 Work

Location:
In person Compensation: Competitive hourly wage, commensurate with experience ($23.00-$30.00 per hour) About the Position We are seeking a highly organized, motivated, and personable Medical Office Assistant (MOA) to join a busy orthopaedic surgery practice in Nanaimo, BC. Our practice provides specialized orthopaedic care, including sports medicine, arthroscopic surgery, joint replacement, and fracture management. We are looking for a dependable and detail-oriented individual who takes pride in providing excellent patient service and supporting the efficient operation of a surgical practice. The successful candidate will be comfortable managing multiple responsibilities, communicating professionally with patients and healthcare providers, and working both independently and collaboratively within a medical office environment. Previous experience in a specialist medical office, particularly orthopaedics or another surgical specialty, would be a significant asset.

Key Responsibilities
Patient Care and Communication
- Greet patients and provide a welcoming, professional office experience.
- Answer incoming telephone calls, respond to patient inquiries, and manage voicemail messages promptly.
- Coordinate patient appointments, follow-up visits, and referrals.
- Communicate with patients regarding appointment details, surgical scheduling, and administrative requirements.
- Respond to patient concerns with professionalism, empathy, and discretion. Medical Office Administration
- Manage incoming referrals, review documentation for completeness, and coordinate appointment scheduling.
- Maintain accurate electronic medical records, including scanning, filing, and processing medical documentation.
- Prepare patient charts and ensure relevant investigations, imaging, and consultation reports are available for appointments.
- Process incoming and outgoing correspondence with referring physicians, hospitals, and allied healthcare providers.




- Assist with medical forms, insurance documentation, and third-party requests.
- Support billing and other administrative functions as required. Surgical Coordination
- Assist with the coordination of elective surgical bookings and related documentation.
- Communicate with hospital booking departments and surgical services as required.
- Help coordinate preoperative investigations, patient instructions, and postoperative appointments.
- Maintain accurate surgical waitlists and assist with scheduling changes.
- Facilitate communication between patients, the surgeon, and other members of the healthcare team. Office Organization
- Support the day-to-day operations of a busy specialist practice.
- Maintain organized patient records and administrative workflows.
- Identify opportunities to improve office efficiency and patient experience.
- Ensure patient confidentiality and compliance with applicable privacy requirements. Qualifications and Skills Required:
- Excellent organizational skills and strong attention to detail.
- Outstanding interpersonal and communication skills, both written and verbal.
- Strong computer proficiency and ability to learn electronic medical record systems.
- Ability to multitask, prioritize competing demands, and work efficiently in a busy clinical environment.
- Professional, dependable, and punctual, with a strong work ethic.
- Ability to work independently, take initiative, and exercise sound judgment.
- Commitment to patient confidentiality and respectful, compassionate patient care. Preferred:
- Completion of a recognized Medical Office Assistant program or equivalent relevant experience.
- Previous experience working as an MOA in a medical or surgical specialist office.




- Familiarity with electronic medical records, medical terminology, and referral management.
- Experience with surgical booking, waitlist management, and hospital coordination.
- Familiarity with the BC healthcare system, including MSP billing and specialist referral processes.
- Experience working in orthopaedics, sports medicine, or another surgical specialty.

What We Offer

- A stable, full-time position in an established orthopaedic surgery practice.
- Regular weekday hours with no evening or weekend shifts.
- Competitive compensation based on qualifications and experience.
- A professional, supportive, and collaborative working environment.
- Opportunities to develop specialized knowledge in orthopaedic surgery and surgical office administration.
- A rewarding role helping patients navigate their orthopaedic care and surgical treatment. Who We're Looking For Our ideal candidate is someone who is organized, proactive, reliable, and comfortable taking ownership of their responsibilities. We value individuals who can anticipate what needs to be done, communicate effectively, and maintain a calm, professional approach when managing a busy workload. Above all, we are looking for someone who enjoys working with people, demonstrates initiative, and takes pride in contributing to a well-run medical practice.

How to Apply
Please submit your resume and a brief cover letter outlining your relevant experience and interest in the position. We appreciate all applications; however, only candidates selected for an interview will be contacted. We look forward to welcoming a dedicated and enthusiastic individual to our team. Pay: $23.00-$30.00 per hour

Advantages:
- On-site parking
- Paid time off Application question(s):
- How many years of experience do you have working in a medical office or specialist clinic?
- Which electronic medical record systems have you used, and do you have experience with surgical bookings or specialist referrals?
- Are you available to work full-time, Monday to Friday, in person in Nanaimo? Work

Location:
In person

📌 Medical Office Assistant (Nanaimo)
🏢 Nanaimo Orthopaedic Surgery
📍 Nanaimo