Medical Office Assistant

Job summary

The Medical Office Assistant provides administrative support to the Red Deer Primary Care Network, focusing on scheduling, patient record management, and clinic operations. They coordinate referrals, prepare patient charts, and ensure documentation complies with privacy regulations.

Job details

POSITION SUMMARY The Medical Office Assistant provides responsive, professional administrative support to the Red Deer Primary Care Network, with dedicated support for Nurse Practitioner clinical programs and scheduling workflows. The MOA is responsible for managing patient appointments, coordinating schedules, maintaining electronic medical records, preparing documentation, and supporting efficient daily clinic operations while delivering excellent customer service. KEY RESPONSIBILITIES GENERAL ADMINISTRATIVE SUPPORT * Welcome patients and visitors in a professional and compassionate manner. * Answer incoming calls, direct callers appropriately, and respond to general inquiries. * Daily entry of referrals accurately into the Electronic Medical Record system * Maintain accurate and up-to-date patient records in the EMR. * Assist schedulers with calls and appointment coordination as time permits. * Provide additional coverage for the primary clinic and street clinic as operational needs require. * Keep the workplace clean, organized, and compliant with safety and hygiene standards. * Perform additional duties as assigned. NURSE PRACTITIONER PROGRAM SUPPORT * Schedule Nurse Practitioner follow-up appointments for MINT and Complex Care programs. * Coordinate patient recalls, preventive care reminders, and follow-up appointments. * Support referral coordination to specialists, community programs, diagnostic imaging, allied health services, hospitals, laboratories, pharmacies, and community agencies. * Assist with patient chart preparation and documentation before and after clinics. * Monitor fax status and follow up on outstanding documentation as required. * Scan, upload, and file reports, consultation notes, laboratory results, and correspondence. * Monitor incoming documents and route information appropriately. * Check Netcare for relevant documentation and note it in the CHR chart. * Ensure documentation complies with clinic policies and privacy regulations. * Follow the established referral process, including use of referral cards and required attachments. QUALIFICATIONS EDUCATION AND EXPERIENCE * High school diploma or equivalent required; post-secondary education in office administration, medical office administration, or a related field is considered an asset. * Minimum of three to four years of Medical Office Assistant or clerical experience required, preferably in a healthcare or professional office setting. SKILLS AND COMPETENCIES * Treats patients, visitors, and colleagues with respect and dignity. * Works collaboratively with patients and the healthcare team while maintaining confidentiality and diplomacy. * Demonstrates strong organizational and time management skills. * Communicates clearly and professionally, both verbally and in writing. * Demonstrates problem-solving skills, initiative, and sound judgment. * Remains calm under pressure and effectively prioritizes tasks in a fast-paced environment. * Adapts to changing priorities and develops new skills as required. * Works effectively both independently and as part of a team. * Is flexible to work occasional adjusted hours as operational needs dictate. ORGANIZATIONAL & INTERPERSONAL SKILLS * Manages multiple tasks and priorities in a fast-paced clinical environment. * Maintains a high degree of accuracy and attention to detail. * Handles sensitive information appropriately and maintains confidentiality. TECHNICAL PROFICIENCIES * Understands medical terminology, clinical procedures, and healthcare office practices. * Is familiar with privacy legislation and healthcare documentation standards. * Is proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. * Is comfortable using collaboration tools such as Zoom and Microsoft Teams. * Has general comfort with technology and office equipment. * Familiarity with primary care programs is an asset. Monday to Friday 1.0 FTE

What you’ll do

The Medical Office Assistant provides administrative support to the Red Deer Primary Care Network, focusing on scheduling, patient record management, and clinic operations. They coordinate referrals, prepare patient charts, and ensure documentation complies with privacy regulations.

Requirements

Candidates must have a high school diploma and three to four years of relevant clerical or medical office experience. Proficiency in Microsoft Office and familiarity with healthcare documentation standards are required.

Listed skills

• Appointment Scheduling · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• Documentation · Preferred
• Time management · Preferred
• Problem solving · Preferred
• Microsoft Office Suite · Preferred
• Communication · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical terminology
• Electronic medical records
• Appointment scheduling
• Customer service
• Administrative support
• Documentation
• Time management
• Problem-solving
• Microsoft office suite
• Communication
• Privacy legislation
• Clinical procedures
• Collaboration tools
• Data entry
• Referral coordination
• Office Equipment
• Administrative Support
• Patient Treatment
• Office Administration
• Composure
• Workflow Management
• Diplomacy
• Zoom (Video Conferencing Tool)
• Compassion
• Microsoft Teams
• Microsoft Excel
• Medical Records
• Clerical Works
• Customer Service
• Software Documentation
• Collaborative Software
• Confidentiality
• Electronic Medical Record
• Interpersonal Communications
• Problem Solving
• Medical Office Procedures
• Medical Terminology
• Microsoft Outlook
• Microsoft Office
• Operations
• Microsoft PowerPoint
• Preventive Care
• Primary Care
• Privacy Law
• Time Management
• Scheduling
• Coordinating
• Setting Appointments
• Calmness Under Pressure
• Detail Oriented

Job areas

• Healthcare
• Administrative
• Customer Service & Support
• Medical Office Assistant
• Registrar / Patient Service Representative
• Health Care Assistants
• Patient Representatives
• Health Technologists and Technicians, All Other