The Health and Wellness Centre is seeking a highly organized and service-driven Medical Office Administrator for a full-time, permanent position. As the first point of contact, the successful candidate fosters a welcoming and supportive environment for clients accessing primary healthcare services. Reporting to the Manager of the Health and Wellness Centre, this role is essential to the clinic’s daily operations and ongoing quality improvement initiatives, ensuring efficient and client-centered healthcare services.

RESPONSIBILITIES:

• Serve as the first point of contact for clients in person, by phone, and email, ensuring a high level of client care, confidentiality, and professionalism
• Manage a high volume of client appointment requests, balancing complex and conflicting schedules within tight timelines
• Monitor the Health and Wellness Centre’s email account, responding to client inquiries about health and wellness services, referring to appropriate university or community resources, and addressing complaints or concerns
• Assess client inquiries, determine the urgency and nature of their needs, and resolve urgent situations effectively
• Schedule appointments for nurse practitioners, physicians, RNs, LPNs and visiting specialists (psychiatry, dental etc.) ensuring accuracy and adherence to multiple booking protocols for healthcare providers and medical procedures
• Create and maintain client charts, ensuring accurate updates for current clients and preparation of new client records
• Maintains, releases, archives, and destroys paper charts in compliance with records management protocols and privacy legislation; performs internal audits when necessary
• Manage team schedules by organizing meetings, working group sessions, and committee meetings in staff and manager calendars.
• Record minutes during meetings, ensuring key discussions, decisions, and action items are documented and distributed promptly
• Support the timely submission of all billing, including but not limited to private insurance carriers and third parties. Reconcile outstanding payments
• Completes purchase orders which may include contacting vendors and pricing option, purchasing services, and ordering equipment and supplies
• Support the identification, development, implementation, and documentation of quality processes/protocols/procedures for administrative and operational functions within the Health and Wellness Centre
• Schedule immunization clinics and provide on-site support during these events, including outside of regular working hours
• Perform other related duties as required

QUALIFICATIONS:

• Successful completion of a two-year post-secondary program in Medical Administration/Health Office Administration. Program must include courses in medical terminology and medical office procedures
• Must have a minimum of 3 years’ administration experience in a medical office and demonstrated ability to thrive in a fast-paced, high-traffic environment
• Superior customer service orientation and commitment to inclusivity, ensuring a welcoming experience for all
• Exceptional interpersonal and communication skills, including the ability to ask clarifying questions, actively listen, and respond appropriately.
• Strong judgment and sensitivity when supporting vulnerable individuals or managing distressing situations
• Collaborative team player with a demonstrated ability to build and maintain positive working relationships with colleagues
• Demonstrate integrity with a strong ability to maintain confidentiality and exercise discretion
• Strong organizational and time management skills, with a keen attention to detail and the ability to prioritize effectively
• Strong technical proficiency, including advanced skills in Microsoft Office (Word, Excel, Outlook, PowerPoint) and experience with CHR/electronic medical record systems