Job Description

Position Title: Medical Office Administrator

Location: Toronto

Reports to: Manager, Clinical Services

Version: May 2023

Overview
Reporting to the Manager, Clinical Services, the Medical Office Administrator (MOA) is responsible for maintaining clinical standards of practice, client service, finance, administrative, and technical duties.
This role acts as the face of the Clinic, providing customer service excellence. The MOA also plays a crucial role in providing accurate financial documentation. Comprehensive and accurate administration of client electronic records and reports is an important aspect of the MOA’s role.

The MOA embodies our core values of communication, community, excellence, health, and innovation.

All responsibilities identified below are for the Company; however, there may be some cross over related to operating subsidiaries.

The following are ways you can make a difference

Key Responsibilities

Client Services

• Check in patients; validation of health card (and other types of health care coverage (IFH, National
• Defense); update patient information; request urine samples; screen for contagious disease
• Ensure all patient paper charts are pulled for the day’s appointments
• Ensure all follow up questionnaires are printed and provided to patients at check in
• Ensure all tasks/messages in EMR are addressed in a timely manner
• Ensure scanning of patient files are up to date and entered/recorded accurately and in a timely manner into the EMR system
• Manage incoming and outgoing clinic communications; answer multi-line phone system, voicemail (retrieving/responding), fax and email to ensure well timed communication with clients, community partners, and potential inquiries
• Prioritize and respond to phone calls, voicemails, and emails in a timely manner. Disseminating information as necessary
• Collaborate with Referrals Clerk and Intake Coordinator to ensure the completion and booking of all client appointments, and processes
• Book and manage client appointments to specific scheduling requirements such as but not limited to; consultations, follow-up, treatments, medical-legal visits, including virtual appointments
• Confirm appointments and adjust the schedule based on incoming changes/cancellations (Automated System)
• Attend to weekly scheduling for doctors and ensure open ongoing communication
• Understand doctors, specialties, uniqueness
• Understand procedures, timelines, costs
• Set up changes in Accuro, fine tune
• Chart copying for patients/third-party companies, packaging and mailing out as required
• Assist medial staff as chaperone for female patients as required
• Retrieve charts from off-site storage (Iron Mountain) as needed
• Assist Charge Nurse when necessary, printing prescription labels, photocopying consent forms, treatment forms, x-ray forms, etc.
• Provide patient assistance to operating room/recovery room (assist with wheelchair, etc.) as needed
• Adhere to IPAC guidelines by maintaining cleanliness of front desk/waiting area and disinfecting high use areas
• Adhere to all PHIPA requirements to ensure patient confidentiality
• Provide coverage for other administration staff as needed

Administrative

• Complete opening and closing duties, as required
• Ensure the team are aware of Physician absences
• Develop and maintenance of client files and associated information and documents in EMR and shared drive if appropriate. This includes but is not limited to, referrals, historical documentation, and other supporting documentation and information
• Prepare and distribute clinical documents such as WCB reporting, IOP/Flex discharge summaries, prescriptions, doctor’s notes, and other associated documents
• Handle and distribute mail. Facilitate the delivery and post office items and information
• Fax, scan, shred, and photocopy documents
• Ensure client access to technology programs where required

Financial

• Inform patients of service cost not covered by insurance (Ex. Medication co-pay, infusions, etc.)
• Accept payments (credit/debit) via transaction terminal s
• Ensure consistent policies are followed for patient cancellations, charges for services, etc.
• Understand how to maximize revenues and understands billing processes and codes
• Process other private client payment plans. Indicating payer, payment amount, method, interval, and dates
• Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients and other private programs
• Complete timely and accurate billings, ensuring accurate payment, and resolution of rejected bills
• Invoice clients and funders in a timely and accurate manner. Track payments, with follow-up as needed.

Skills and Attributes

• Perform the described responsibilities in a professional, competent, and timely manner
• Ensuring that performance of the described responsibilities complies with Health Canada standards and any/all federal, provincial, and municipal laws and regulations.
• Excellent interpersonal and communication skills
• Proficiency in English, both verbal and written required
• Proficiency in Microsoft Office Suite. EMR and data entry skills
• Knowledge of medical terminology
• Knowledge of office administration procedures
• Excellent problem-solving skills
• Excellent time management and deadline adherence
• Ability to multitask efficiently
• Attention to detail/accuracy
• Can work with little supervision, self-starter

Education

• Minimum High School Diploma
• Medical Office Administrator Certification preferred or equivalent work experience

Experience

• Minimum of 2 – 4 years experience in a fast-paced environment
• Must have knowledge of EMR software (Accuro or Telus Platforms an asset)
• Experience with WCB billing, online billing, and scheduling and other 3rd party billing services
• Superior Customer Service

Work Environment

• Clinic Environment

Requirements

• All employees /consultants / allied partners working within any of our offices or clinics must be fully vaccinated and provide proof of vaccination
• Under health & safety legislation, employees / consultants / allied partners working within any of our clinics or places of work have an obligation to ensure the safety of themselves and those around them, which includes the assurance that they have immunity to the covid-19 virus, unless there is a medical or religious reason not to
• If this is the case, a conversation with Human Resources is required to discuss and determine how we can ensure your protection and the protection of those around you

** Management reserves the right to change the scope of the role acting reasonably. **

Job Types: Full-time, Permanent

Salary: From $20.00 per hour

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Employee stock purchase plan
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Stock options
• Vision care
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• Medical Office Administrator: 2 years (required)

Licence/Certification:

• Medical Office Administrator Certificate (required)

Work Location: In person

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