Position Summary
The Part-Time Medical Office Assistant at Quaker Hill Pharmacy + Clinic supports daily front-desk and administrative operations in a community-focused healthcare setting in Newmarket, Ontario. This role helps create a welcoming and efficient patient experience by coordinating appointments, registering patients, managing phone inquiries, processing insurance claims, and supporting communication between patients, physicians, pharmacists, and other healthcare providers. The position also contributes to the smooth delivery of services such as vaccinations, health consultations, lab operations, and general clinic coordination. The ideal candidate is professional, organized, compassionate, and able to thrive in a fast-paced environment while maintaining patient confidentiality and high service standards.
Key Responsibilities
- Welcome patients and visitors in a warm, professional manner and support both scheduled appointments and walk-ins.
- Answer phone calls, respond to scheduling inquiries, and provide general non-clinical information to patients.
- Schedule, coordinate, confirm, and reschedule appointments, referrals, diagnostic tests, and follow-up visits based on clinic priorities and provider availability.
- Register patients, verify and update demographic and health information, and accurately enter information into EMR (OSCAR) or patient database systems.
- Process OHIP billings for doctors and insurance claims for allied health professionals
- Follow up on referrals, consults, test results, and required documentation to support timely patient care.
- Support administrative workflows by coordinating communication among physicians, patients, pharmacies, and allied health professionals.
- Maintain accurate patient records and ensure strict confidentiality of patient and staff information.
- Assist physicians and healthcare providers with administrative and clinical support as needed.
- Monitor the waiting room, help prioritize patient flow, and support efficient clinic operations.
- Maintain a clean, organized, and professional reception and clinical area.
- Perform general clerical and administrative duties and other tasks related to clinic operations.
- Track relevant service or scheduling metrics and support management with administrative tasks where required.
- Perform outreach calls to provide service information, generate leads, or schedule appointments as needed.
- Handle specimens and prepare them for laboratory pick-up.
- Clean and sterilize medical instruments according to clinic protocols.
- Assist with other basic clinical support duties as required.
Qualifications and Experience
- Post-secondary education in office administration, medical office administration, or completion of a Medical Office Assistant program is preferred; equivalent experience will also be considered.
- 2+ years of recent experience (within the last 6 months) in a medical office, family practice, clinic, or similar healthcare environment is required
- Experience using EMR systems (ideally OSCAR).
- Experience processing insurance claims for allied health professionals.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook.
- Strong communication, customer service, organizational, and multitasking skills.
- Ability to work effectively in a collaborative, fast-paced team environment while demonstrating sound judgment and initiative.
- Strong problem-solving skills, attention to detail, and ability to prioritize competing tasks.
- Professional phone manner and strong written and verbal communication skills in English.
- Ability to maintain focus, flexibility, and composure in clinical setting.
Preferred or Unique Assets
- Multilingual ability may be beneficial, including Farsi/Persian, Cantonese, or Mandarin.
- Phlebotomy experience is considered an asset.
Pay: $19.00-$21.00 per hour
Application question(s):
- Are you able to speak any of the following: Cantonese, Farsi, Mandarin?
- Do you have any experience using OSCAR EMR?
Experience:
- Medical office: 2 years (preferred)
- EMR systems: 1 year (preferred)
Work Location: In person
