Position Overview
We are seeking an experienced, organized, and proactive Medical Administrative Assistant to oversee the daily operations of a busy specialist medical clinic. This hybrid role combines front desk responsibilities and administrative oversight. The ideal candidate will have a minimum of 5 years’ experience in a medical office setting and be comfortable managing scheduling, billing, technology, and general clinic workflow. This particular role has room for growth and managerial duties in the future.
Medical Administrative Assistants are the front line first impression for the medical practice. Their disposition and service drive the tone of the patient experience and the atmosphere of the clinic; it is a priority that we are providing the best service possible for our patients. Each staff member will perform a variety of customer service duties and will contribute to team efforts by accomplishing related tasks seamlessly.
We are looking for a person who is a problem solver, courteous, personable and has the soft skills to be flexible and supportive as to meet the needs of our diverse clientele and the clinic’s team.
Medical Administrative Assistant Required Qualifications:
- Minimum of 5 years of experience in a medical office environment, preferable a specialist clinic
- Strong communication skills-customer service, colleagues, and clinic doctors
- Strong understanding of OHIP billing and private insurance billing (Blue Cross, etc.)
- Proficiency with EMR systems; Accuro EMR experience strongly preferred
- Innovative thinker with strong conceptual and problem-solving skills
- Meticulous attention to detail with the ability to multi-task
- Sets Priorities (strong reasoning skills)- ability to work under pressure and react effectively during busy situations
- Shows flexibility and comfort working with and adapting to new technologies
- Telephone skills- ability to use discretion while working with sensitive information
- Strong organizational, administrative and planning skills
- Word processing/computer literacy
- Excellent documentation, communication and IT skills
- Team player- works and communicates professionally with colleagues; good interpersonal skills
Key Responsibilities
Clinic Operations & Management
- Oversee and coordinate the day-to-day operations of the medical office to ensure a smooth and efficient workflow
- Liaise with service providers (internet, phones, medical software platforms) and coordinate maintenance or upgrades
- Manage onboarding of new software and technology, ensuring staff training and continuity
- Maintain clinic supplies, office equipment, and general organization of the physical workspace
- Ensure compliance with privacy regulations and health/safety standards
Billing & Financial Administration
- Complete and submit OHIP billing accurately and on time, ensuring resolution of rejected claims
- Handle private billing, Blue Cross, and other third-party claims, including invoicing, payment tracking, and reconciliations
- Work closely with accounting or bookkeeper
Scheduling & Front Desk Duties
- Manage multiple physician schedules and clinic calendars, including booking, rescheduling, and confirming patient appointments
- Answer incoming phone calls, respond to patient inquiries, and manage voicemail and emails in a timely, professional manner
- Greet patients, check them in/out, and provide general assistance throughout their visit
- Ensure accurate data entry and documentation in the EMR (Accuro experience an asset)
- Prepare and send referrals, requisitions, and follow-up documentation as needed
Leadership & Communication
- Act as a point of contact between the physician(s), patients, staff, and external stakeholders
- Identify and implement workflow improvements
- Support training and onboarding of new staff
- Maintain a high standard of professionalism, discretion, and patient service
Qualifications
- Minimum 5 years of experience in a medical office environment, preferably in a specialist clinic
- Strong understanding of OHIP billing and private insurance billing (Blue Cross, etc.)
- Proficiency with EMR systems; Accuro EMR experience preferred
- Demonstrated ability to manage clinic operations independently
- Strong organizational, time management, and multitasking skills
- Excellent communication and interpersonal abilities
- Comfortable working with and adapting to new technologies
Assets
- Medical Office Administration diploma or equivalent training
- Supervisory or management experience
- Experience in dermatology, plastic surgery, or another specialist setting
Job Type: Full-time
Pay: $23.00-$34.00 per hour
Location:
- Ottawa, ON K1K 4L2 (preferred)
Work Location: In person
