Role Overview
We are seeking a friendly, organized, and detail-oriented Medical Office Administrator to join our diagnostic imaging team. This role is the first point of contact for patients at our Ultrasound and X-Ray Clinic, ensuring an exceptional front-desk experience while maintaining efficient administrative support. The ideal candidate will be comfortable in a fast-paced medical environment, handling patient intake, appointment scheduling, and ensuring strict compliance with privacy regulations.
Why Join Us
Join a growing healthcare team where your leadership makes a real difference. Our culture is rooted in Compassion, Unity, Humanity, and Inclusion, and we’re committed to supporting your growth with strong benefits, learning opportunities, and a welcoming, team-first atmosphere.
What You’ll Do
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Greet patients warmly and professionally, creating a welcoming and calm environment.
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Schedule, confirm, and reschedule appointments using clinic scheduling software.
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Register new patients and update existing patient information accurately.
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Answer phone calls and respond to patient inquiries with professionalism and empathy.
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Verify health card or insurance information and ensure pre-authorization when required.
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Prepare and maintain accurate patient records in the electronic medical system (EMR)
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Coordinate with sonographers, radiologists, and referring physicians to streamline workflow.
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Process uninsured billing payments.
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Maintain cleanliness and organization of the reception and waiting areas.
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Uphold strict confidentiality in accordance with PIPEDA privacy laws.
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Assist with administrative tasks such as filing, faxing, scanning, and correspondence
Quality & Compliance
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Keep everyone in the loop by sharing important updates with staff and doctors.
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Help solve problems quickly and calmly when things don’t go as planned.
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Learn what each physician prefers and help make their day smoother.
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Be a positive team player and support others whenever needed.
Operational Excellence
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Follow clinic procedures and standards with care.
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Keep patient records neat, accurate, and up to date.
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Help with billing info, scanning, phone calls, faxes, and other admin tasks.
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Stay on top of chart updates, lawyer requests, invoices, and reports.
What You Bring
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Diploma or certificate in Medical Office Administration (or equivalent experience).
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A minimum three (3) years of experience in an administrative role
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Previous experience in a medical office, preferably in a diagnostic imaging setting.
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Proficient in medical terminology, especially radiology/imaging terms.
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Strong computer and data entry skills; experience with Velox EMR software preferred.
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Exceptional interpersonal, verbal, and written communication skills.
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Excellent attention to detail and time management skills
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Ability to multitask and prioritize in a busy environment.
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Professional appearance and demeanor.
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Ability to work independently and as part of a team.
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Ability to work from other clinic locations occasionally required
Schedule & Work Environment:
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Clinic hours: [Monday–Friday, 8:00am–5:00pm]
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Some weekend shifts may be required based on clinic needs.
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Sitting and computer use for extended periods; occasional light lifting (e.g., files, supplies).
