Position Title: Medical Office Assistant (MOA) – Casual

Department: Clinical Services / Medical Administration

Employment Status: Casual / On-Call

Location: British Columbia, Canada

Reports To: Clinic Manager /Medical Director

1. The Medical Office Assistant (MOA) provides administrative and clerical support to ensure the efficient, professional, and effective operation of a medical office. Working as part of a multidisciplinary healthcare team, the MOA supports physicians and other healthcare professionals by coordinating patient appointments, managing medical records, facilitating patient communication, and assisting with daily clinic operations. The Casual Medical Office Assistant provides coverage during periods of staff absence, vacation, increased workload, and other operational needs. The position requires flexibility, professionalism, strong organizational skills, and the ability to maintain patient confidentiality while delivering respectful, patient-centred service.
1. Key Responsibilities,Patient Reception and Communication

- Greet patients, visitors, and healthcare professionals in a courteous, professional, and welcoming manner.
- Register patients and update demographic, contact, and medical information.
- Schedule, confirm, reschedule, and cancel patient appointments.
- Answer telephone calls, respond to general inquiries, and direct calls to the appropriate healthcare skilled.
- Relay messages accurately and promptly.
- Provide patients with information regarding appointment preparation, clinic procedures, and follow-up requirements.
- Maintain a respectful, compassionate, and culturally safe environment for patients.

Administrative and Clerical Support
- Maintain accurate, complete, and up-to-date electronic and paper medical records.
- Scan, upload, organize, and retrieve patient documentation.
- Prepare correspondence, referral documentation, requisitions, and other administrative forms.
- Process incoming and outgoing medical records and referrals in accordance with clinic procedures.
- Manage incoming and outgoing mail, faxes, and electronic communications.
- Assist with billing, invoicing, and processing payments, where applicable.
- Maintain office supplies and ensure reception and administrative areas are organized.

Clinical Office Support
- Assist with coordinating referrals, diagnostic testing, and specialist appointments.
- Track outstanding reports, referrals, and patient follow-ups.
- Prepare examination rooms and clinical supplies as required and within the scope of training.
- Support physicians and other healthcare professionals with non-clinical administrative tasks.
- Follow established infection prevention and control procedures.
- Report concerns, errors, or unusual situations to the appropriate supervisor.

Privacy, Safety, and Compliance
- Maintain strict confidentiality of all patient and organizational information.
- Comply with applicable British Columbia privacy legislation, including the Personal Information Protection Act (PIPA) and, where applicable, the Freedom of Information and Protection of Privacy Act (FIPPA).




- Follow clinic policies, procedures, and applicable professional and regulatory requirements.
- Maintain a safe, clean, and organized work environment.
- Complete required workplace safety, privacy, and infection prevention training.

Casual and Operational Coverage
- Provide flexible staffing coverage based on clinic operational requirements.
- Adapt to changing schedules, patient volumes, and administrative priorities.
- Become familiar with clinic workflows, procedures, and electronic medical record systems.
- Demonstrate reliability, punctuality, and availability for scheduled casual shifts.
- Work collaboratively with permanent staff and other members of the healthcare team.

1. Core Competencies

The successful candidate will demonstrate the following core competencies: Patient-Centred Service

- Demonstrates empathy, compassion, respect, and professionalism when interacting with patients.
- Recognizes the importance of patient dignity, privacy, and confidentiality.
- Provides inclusive, culturally safe, and non-judgmental service.

Communication and Interpersonal Skills

- Communicates clearly, respectfully, and effectively with patients, families, colleagues, and healthcare professionals.
- Demonstrates active listening and sound interpersonal judgment.
- Handles sensitive or difficult conversations with professionalism and discretion.

Organization and Time Management

- Effectively prioritizes multiple tasks in a busy medical office environment.
- Demonstrates strong attention to detail and accuracy.
- Manages competing demands while maintaining efficient clinic operations.

Teamwork and Collaboration

- Works cooperatively with physicians, nurses, administrative staff, and other healthcare professionals.
- Contributes positively to a supportive and respectful workplace.
- Demonstrates flexibility and willingness to assist colleagues.

Adaptability and Problem-Solving

- Adjusts effectively to changing priorities, staffing needs, and clinic workflows.
- Uses initiative and sound judgment to resolve routine administrative issues.
- Recognizes when to seek guidance or escalate concerns.

Professionalism and Accountability

- Demonstrates reliability, punctuality, integrity, and dependability.
- Takes responsibility for assigned duties and follows through on commitments.
- Maintains professional boundaries and ethical conduct.

Confidentiality and Privacy Awareness

- Understands the importance of protecting personal health information.
- Exercises discretion when accessing, handling, and communicating patient information.
- Consistently follows privacy and information security policies.

1. Education and Qualifications

Required:

- Grade 12 diploma or equivalent.




- Ability to type 60 WPM
- Understanding of patient confidentiality and privacy requirements in British Columbia.

Preferred:

- Completion of a Medical Office Assistant certificate from a recognized educational institution, or an equivalent combination of education and relevant experience; an asset but not required, employer willing to train suitable candidates.
- Basic knowledge of medical terminology and medical office procedures; an asset but not required.
- Previous experience working in a medical office, family practice, specialist clinic, or healthcare environment.
- Experience with electronic medical records (EMR) systems.
- Knowledge of MSP billing procedures and medical office administration in British Columbia.
- Familiarity with referral processes, diagnostic requisitions, and medical documentation.
- Additional training in privacy, infection prevention and control, and workplace safety.
- Current CPR/First Aid certification

1. Skills and Abilities

The successful candidate must possess:
- Strong computer skills, including proficiency in Microsoft Office applications, email, and electronic scheduling systems.
- Ability to learn and navigate electronic medical record (EMR) systems.
- Accurate data entry and document management skills.
- Excellent telephone etiquette and customer service skills.
- Strong written and verbal communication skills.
- Knowledge of medical terminology and common healthcare administrative processes.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong organizational skills and attention to detail.
- Ability to maintain confidentiality and exercise discretion.
- Ability to work independently while contributing effectively as part of a team.
- Demonstrated flexibility and adaptability to meet casual staffing requirements.
- Ability to remain calm, professional, and courteous when dealing with challenging situations.

1. Working Conditions

- Work is performed primarily in a medical office or clinical setting.
- Hours are casual and scheduled according to operational requirements.
- Shifts may include short-notice coverage for vacation, sick leave, and increased patient volumes.
- The position involves prolonged periods of sitting, computer use, telephone communication, and interaction with patients.
- Occasional lifting, filing, and movement of office supplies may be required.
- The position requires adherence to workplace health and safety, privacy, and infection prevention policies.

1. Performance Expectations

The Medical Office Assistant is expected to:
- Provide professional, respectful, and timely service to patients and colleagues.
- Maintain accurate and confidential patient records.
- Complete administrative duties efficiently and accurately.
- Follow established clinic policies and procedures.
- Demonstrate flexibility and reliability when providing casual coverage.
- Contribute to a positive, collaborative, and patient-focused healthcare environment.

Pay: $18.25-$22.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Medical Office Assistant (Prince George)
🏢 McLeod Medical Clinic
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