Medical Office Assistant

Job summary

The Medical Office Assistant will manage patient files, coordinate with medical staff, and ensure the smooth operation of the clinic through professional reception and administrative support. Responsibilities include data entry, processing payments, handling medical results, and maintaining clear communication with internal and external stakeholders.

Job details

DESCRIPTION Location: 600 De Maisonneuve Boulevard West, Montreal H3A 3J2 (100% in person) Status: Permanent, full-time (37.5 hours/week) Schedule: Monday to Friday, 7:00 a.m. to 17:00 p.m. (variable depending on operations) Create exceptional client experiences. Join our team Our team is made up of dynamic professionals focused on delivering efficient, confidential, and seamless service. Can you navigate a constantly evolving environment? Are you organized, methodical, and great at multitasking? Keep reading! Here’s the impact you’ll have and what we’ll accomplish together Our medical office is at the heart of our transactions and our patient/client relationships.You will interact regularly with our clientele using various approaches and tools at your disposal. You will inform clients about the status of their visit, documents or information to provide, our business processes, etc. You will be in contact with our service providers to ensure we obtain medical results on time so that files can be completed within prescribed deadlines. You will also work closely with and communicate with internal and external colleagues as well as physicians regarding the completion of our medical files. Here’s how * Welcome clients professionally and pleasantly at reception * Answer internal phone calls * Provide candidates with various forms to fill out before meeting with healthcare professionals and ensure everything is properly completed before authorizing their departure * Process client payments, close and balance the cash register at the end of the day * Work closely with the coordinator to ensure smooth operations and respect appointment times * Respond to various client requests with courtesy, confidentiality, and professionalism * Ensure complete file management, return calls, handle on-site physician requests, etc. * Enter data accurately in our computer systems and keep records up to date * Manage the filing of results received in medical files * Follow up on missing results * Finalize files within prescribed deadlines * Deliver all files to medical staff for review and full medical assessment * Send results to corporate clients and sometimes to candidates * Process file billing * Ensure regular and rigorous follow-up on pending files * Communicate and collaborate with different internal departments to optimize processes and service delivery * Prepare patient files according to established protocols based on the physician and nurses’ schedules * Respond to patient and client requests for copies of their files QUALIFICATIONS You have * High school diploma * 1 to 2 years of experience in a similar role or office work * Bilingualism (spoken and written) * Good knowledge of Microsoft Office (Outlook, Excel, Word), strong computer skills * Meticulous, methodical, and detail-oriented * Strong autonomy and organizational skills * Customer service excellence–oriented * Demonstrated team spirit Assets * Training in secretarial work/medical secretarial work * Experience in a medical environment Intermediate knowledge of English is required because you will on a regular basis interact in English with external parties (clients, suppliers, candidates, external partners, etc.); interact in English with internal parties (colleagues, internal partners, stakeholders, etc.); and work with IT tools whose interface is only accessible in English as part of this position's main responsibilities given its national scope.

What you’ll do

The Medical Office Assistant will manage patient files, coordinate with medical staff, and ensure the smooth operation of the clinic through professional reception and administrative support. Responsibilities include data entry, processing payments, handling medical results, and maintaining clear communication with internal and external stakeholders.

Requirements

Candidates must have a high school diploma and 1 to 2 years of relevant office or medical experience. Proficiency in Microsoft Office, strong organizational skills, and bilingualism in English and French are required.

Listed skills

• Customer service · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Billing · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer service
• Data entry
• File management
• Multitasking
• Microsoft Office
• Outlook
• Excel
• Word
• Communication
• Organization
• Confidentiality
• Billing
• Medical terminology
• Administrative support
• Attention to detail
• Bilingualism
• Patient Preparation
• Record Keeping
• Professionalism
• Organizational Skills
• Business Process
• Cash Register
• Customer Service
• Computer Literacy
• English Language
• File Management
• Microsoft Outlook
• Operations
• Telephone Skills
• Filing
• Detail Oriented

Job areas

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