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Infusion/Injection Medical Office Assistant

Oshawa, ON
Mid Level

About the role

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Job Description

Position Title: Infusion/Injection Medical Office Assistant – The Catalyst Centre (Infusion/Injection Clinic)
Location(s): Oshawa, Whitby, Ajax
Employment Type: Part-Time, Weekdays 7:30 am – 3:30 pm
Reports To: Charge Nurse

Position Overview:

The Infusion/Injection Medical Office Assistant (MOA) plays a critical role in supporting the daily operations of the infusion and injection clinic. This position is responsible for patient coordination, administrative support, and front desk management while ensuring a smooth, professional, and patient-focused experience. The MOA is the first point of contact for patients and is key in maintaining accurate records, scheduling, and communication among staff and referring providers.

Duties and Responsibilities:

The Employee shall perform the following duties and responsibilities, including but not limited to:

  • Patient Coordination & Front Desk Duties
    • Schedule and confirm patient appointments according to clinic protocols and infusion schedules.
    • Maximize efficiencies in scheduling patient appointments to ensure four (4) patients to one (1) nurse ration, whenever possible.
    • Greet and check in patients in a courteous and professional manner.
    • Answer phones, respond to inquiries, and direct calls appropriately.
  • Administrative & EMR Management
    • Maintain accurate patient records in the electronic medical records (EMR) system or portal (where applicable), including valid OHIP number, demographics, referrals, and chart documentation.
    • Ensure timely uploading of physician medical orders, lab results, and documentation relevant to treatment.
    • Prepare daily clinic rosters and infusion/injection schedules for nursing and clinical teams.
  • Billing & Documentation
    • Accurately process billing to third-party Patient Support Programs (PSPs), in accordance with various agreements in place.
    • Collect electronic payments from patients paying for services not covered by benefits or a patient support program & provide patients with receipts.
    • Assist with prior authorization forms, insurance pre-approvals, and benefit verifications for specialty medications.
    • Track and reconcile billing submissions to PSPs and resolve any discrepancies that may arise.
  • Clinic Operations Support
    • Coordinate courier pickups/deliveries (e.g., lab specimens, medication shipments).
    • Order and maintain stock of administrative supplies and office equipment.
    • Assist with documentation of clinic incidents, including adverse event reporting, consent forms, and quality assurance checklists.
  • Communication & Team Support
    • Liaise professionally with referring physicians, specialty pharmacies, and allied health partners.
    • Provide support to the nursing and management team in non-clinical workflows.
    • Assist in onboarding and training new administrative staff as directed.
  • Professionalism & Compliance
    • Maintain a professional, respectful, and compassionate demeanor in all patient and staff interactions.
    • Adhere to all clinic policies and procedures, including confidentiality, infection control, and patient safety protocols.
    • Participate in ongoing training and quality improvement initiatives.

Qualifications:

  • Diploma or certificate in Medical Office Administration or Health Office Administration from an accredited institution.

  • Minimum 2 years of experience in a clinical or medical office setting (infusion or specialty clinic experience preferred).

  • Proficient with electronic medical records and Microsoft Office Suite.

  • Strong understanding of patient privacy and confidentiality (PHIPA compliance).

  • Excellent communication, organizational, and multitasking skills.

  • Knowledge of insurance processes, specialty drug reimbursement, and prior authorizations is a strong asset.

  • BLS certification is an asset but not required.

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About Auxilium Health

Hospitals and Health Care
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Auxilium Health provides a comprehensive suite of seamless services to support all aspects of patient care. Our unwavering commitment is to be a genuine partner, delivering services that align seamlessly with your strategic objectives.