Alfa Scan Medical Office Assistant

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 * Greet patients warmly and professionally, creating a welcoming and calm environment. * Schedule, confirm, and reschedule appointments using clinic scheduling software. * Register new patients and update existing patient information accurately. * Answer phone calls and respond to patient inquiries with professionalism and empathy. * Verify health card or insurance information and ensure pre-authorization when required. * Prepare and maintain accurate patient records in the electronic medical system (EMR) * Coordinate with sonographers, radiologists, and referring physicians to streamline workflow. * Process uninsured billing payments. * Maintain cleanliness and organization of the reception and waiting areas. * Uphold strict confidentiality in accordance with PIPEDA privacy laws. * Assist with administrative tasks such as filing, faxing, scanning, and correspondence Quality & Compliance * Keep everyone in the loop by sharing important updates with staff and doctors. * Help solve problems quickly and calmly when things don’t go as planned. * Learn what each physician prefers and help make their day smoother. * Be a positive team player and support others whenever needed. Operational Excellence * Follow clinic procedures and standards with care. * Keep patient records neat, accurate, and up to date. * Help with billing info, scanning, phone calls, faxes, and other admin tasks. * Stay on top of chart updates, lawyer requests, invoices, and reports. What You Bring * Diploma or certificate in Medical Office Administration (or equivalent experience). * A minimum three (3) years of experience in an administrative role * Previous experience in a medical office, preferably in a diagnostic imaging setting. * Proficient in medical terminology, especially radiology/imaging terms. * Strong computer and data entry skills; experience with Velox EMR software preferred. * Exceptional interpersonal, verbal, and written communication skills. * Excellent attention to detail and time management skills * Ability to multitask and prioritize in a busy environment. * Professional appearance and demeanor. * Ability to work independently and as part of a team. * Ability to work from other clinic locations occasionally required Schedule & Work Environment: * Clinic hours: [Monday–Friday, 8:00am–5:00pm] * Some weekend shifts may be required based on clinic needs. * Sitting and computer use for extended periods; occasional light lifting (e.g., files, supplies).

Manage the front-desk experience by greeting patients, scheduling appointments, and handling patient intake for a diagnostic imaging clinic. Provide administrative support including EMR maintenance, billing processing, and coordination with medical staff.

Requires a diploma or certificate in Medical Office Administration and at least three years of administrative experience, preferably in diagnostic imaging. Proficiency in medical terminology and Velox EMR software is highly desired.

• Strong Benefits • Learning Opportunities

Identified from the job description. Confirm important requirements above.

• Patient Intake
• Appointment Scheduling
• Medical Billing
• Electronic Medical Records
• Medical Terminology
• Data Entry
• Interpersonal Communication
• Time Management
• Multitasking
• Privacy Compliance
• Patient Registration
• Administrative Support

Minimum education

Trade certificate

Minimum experience

2+ years