Medical Office Assistant

Job Summary

The Medical Office Assistant provides essential administrative and clerical support to ensure the efficient operation of the medical office. Responsibilities include collecting patient payments, billing Alberta services, patient registration, record management, general office maintenance, assisting and chaperoning physicians during examinations, end-of-day billing reconciliation, and other duties as assigned. The ideal candidate must be fast-paced, well-versed with technology, a quick learner, and proficient in medical billing and EMR systems.

Key Responsibilities:

Booking Appointments:

- Schedule and confirm patient appointments.

- Coordinate with healthcare providers to manage appointment schedules.

Collecting Patient Payments:

- Process patient payments and provide receipts.

- Maintain accurate financial records.

- Address patient inquiries regarding billing and payments.

Billing Alberta Services

- Prepare and submit billing claims to Alberta Health Services.

- Follow up on unpaid claims and reconcile with patient accounts.

Registering Patients:

- Greet and assist patients with registration.

- Verify and update patient information.

- Ensure completion of required forms and consents.

Creating and Maintaining Patient Records:

- Create and update patient records in the Electronic Medical Record (EMR) system.

- Maintain confidentiality and accuracy of patient information.

- Retrieve and file patient records as necessary.

Managing the Waiting Room:

- Maintain a clean, organized, and welcoming waiting room.

- Ensure patient comfort and manage wait times effectively.

Replenishing Supplies:

- Monitor inventory and order office and medical supplies as needed.

- Ensure supplies are properly stored and accessible.

Maintaining Task Lists and Follow-Up:

- Keep a task list as directed by the medical director and follow up on deliverables.

Transcribing Dictation:

- Transcribe dictation or notes for medical reports and correspondence.

Professional Letter Writing:

- Draft and format professional letters and correspondence.

General Clerical Duties

- Manage mailing, filing, and handling of incoming emails.

- Fax documents and manage a busy phone system.

- Follow up on tests and results by contacting labs.

Retrieving and Preparing Files:

- Retrieve files for upcoming clinic visits and ensure they are prepared in advance.

Booking Appointments:

- Schedule and confirm patient appointments.

- Coordinate with healthcare providers to manage appointment schedules.

Assisting and Chaperoning Physicians: -

Assist physicians during patient examinations by preparing necessary instruments and supplies.

- Chaperone during examinations to ensure patient comfort and safety.

- Provide support to the physician as required during procedures.

End-of-Day Billing Reconciliation:

- Reconcile daily transactions, including patient payments and insurance claims.

- Prepare end-of-day financial reports and ensure accurate record-keeping.

- Address discrepancies and report findings to the office manager.

Communications Management:

- Handle incoming and outgoing communications including phone calls, emails, and faxes.

- Relay messages accurately and timely to the appropriate staff.

Patient Interaction:

- Provide excellent customer service to patients and visitors.

- Address patient concerns and provide information as needed.

Supporting Medical Staff:

- Assist medical staff with administrative tasks as required.

- Facilitate communication between patients and medical staff.

Other Duties as Assigned:

- Perform additional tasks and responsibilities as needed to support the efficient operation of the medical office.

Qualifications:

Education: High school diploma or equivalent; completion of a Medical Office Assistant program preferred.

Experience:

Essential: Previous experience with EMR systems and proficiency in medical billing.

- Preferred: Previous experience in a medical office setting.

Skills:

- Proficiency in EMR systems and medical billing processes.

- Strong organizational, multitasking, and communication skills.

- Ability to handle sensitive information with confidentiality and professionalism.

- Attention to detail and problem-solving abilities.

- Ability to work in a fast-paced environment.

- Well-versed with technology and quick to learn new systems and procedures.

-Ability to multitask is very important

Working Conditions:

Environment:

Medical office setting with frequent patient and staff interactions.

Physical Demands: Requires sitting, standing, walking, lifting light office supplies, and assisting during examinations

Job Type: Full-time

Benefits:
• Paid time off

Flexible language requirement:
• French not required

Schedule:
• Monday to Friday
• Weekends as needed

Education:
• AEC / DEP or Skilled Trade Certificate (required)

Work Location: In person

Application deadline: 2024-06-21