Medical Office Assistant

RESPONSIBILITIES 

As an integral interdisciplinary team member of WellFort the MOA provides administrative and logistical support to multiple teams to ensure effective and efficient service delivery of all program components provided by WellFort. 

This position requires flexibility in hours of work to support accessible program service delivery and the hours of operation at multiple sites. As such the position requires some evening and weekend work. 

• Provide care delivery at any of the office sites as program needs dictate 
• Consistent access to a vehicle for responsive care delivery at any care delivery location 

ACCOUNTABILITY 

• The position title reports to the Manager, Integrated Care 

SPECIFIC RESPONSIBILITIES 

• Responds to all telephone and email inquiries regarding programs, services and activities. 

• Fulfills all reception duties for the Community Health Centre (CHC) and ensures adequate reception coverage based on hours of operation and service needs. 

• Greets clients in a warm, welcoming, calm and non-judgmental fashion. 

• Schedules appointments and books referrals. 

• Conducts general intake and pre-assessment of clients registering for programs and services. 

• Records vitals of clients e.g. weights, heights, urine samples and updating them in the electronic medical record (EMR) system. 

• Ensures that all client information is accurate and up to date in the EMR. 

• Prepares and maintains all CHC clinical files. Provides administrative and logistical support to the providers and team members such as photocopying, faxing, forms creation, maintaining contact and referral lists. 

• Ensures that all office equipment is well maintained and in good working order. 

• Prepares and stocks exam rooms. 

• Prepares clients and treatment rooms for procedures. 

• Works in conjunction with WellFort’s larger administrative team to ensure consistency of all administrative applications throughout the CHC.  

• Supports program planning, development and implementation through the development and creation of effective and efficient administrative systems. 

• Maintains an accurate inventory of all office supplies, equipment, computers, cell phones and pagers. 

• Coordinates the ordering of program resources and supplies. 

• Performs other related duties and tasks as assigned from time to time including assisting with larger CHC functions such as the Annual General Meeting and Annual Report.  

Contribution to program and organizational activities:

• Participates in staff meetings and on interdisciplinary teams. 
• Participates in the overall activities of WellFort, e.g. in service training, quality improvement, accreditation, committees, special events and shared staff responsibilities. 
• Communicates clearly, listens accurately, is open to feedback, handles conflict appropriately, and displays sensitivity to others. 
• Collaborates well with others, promotes cooperation and teamwork. 
• Actively participates in WellFort’s commitment to becoming discrimination free and an inclusive health centre that strives to ensure that programs and services are as accessible as possible.   
• Acts in a professional manner that maintains the reputation and confidentiality of the organization and its clients at all times. 
• Works in a manner that respects and values the diversity of communities and individuals. 
• Develops and maintains a flexible work schedule that accommodates the needs of the clients, community and WellFort; 
• Works in a manner that reflects WellFort’s mission, values, and service delivery approach. 
• Adheres to all applicable WellFort policies and procedures. 

QUALIFICATIONS, EXPERIENCE & SKILLS 

• Relevant knowledge and experience attained through graduation from a recognized College/University in Medical Office Administration or a related field.  
• A minimum of three years experience in a similar position preferably in the community health or social services sector. 
• Proficient in the use of computers and various software applications including Word, Excel, PowerPoint and electronic health records. 
• Previous experience working with interdisciplinary teams. 
• Sensitivity to and awareness of cultural, racial, economic, and socially diverse communities. 
• Ability to work independently and collaborate effectively in a team environment. 
• Excellent communication skills, both verbal and written, along with the ability to prioritize and multi-task.  
• Ability to speak languages relevant to the residents of the organization’s community is an asset. 
• Previous experience in community health/social services and/or a value-based organization is an asset.