WellFort is seeking a full-time Permanent Medical Office Assistant!

COMPANY

WellFort Community Health Services is a non-profit, values-based organization based in Peel Region. We provide a wide variety of comprehensive care including primary care, dental, mental health and chronic disease management with a focus on illness prevention, health promotion and community development. With a mission to provide high quality health care for all, WellFort is a respectful, caring, and inclusive organization.

PURPOSE

As an integral interdisciplinary team member of WellFort, the MOA provides administrative and logistical support to the HHP Team to ensure effective and efficient service delivery of all program components provided by WellFort.

RESPONSIBILITIES

• Responds to all telephone and email inquiries regarding programs, services and activities.
• Fulfills all reception duties for all WellFort programs operating out of the Bramalea location. Ensures adequate reception coverage based on hours of operation and service needs.
• Greets clients in a warm, welcoming, calm and non-judgmental fashion.
• Manages busy waiting room, ensuring smooth operation of same day and appointment based services, attends to clients’ needs and maintains safe and welcoming environment.
• Scheduling appointments and booking referrals, downloading results.
• General intake and pre-assessment of clients registering for programs and services.
• Ensures that all client information is accurate and up to date in the electronic health record (EHR).
• Provides administrative and logistical support to the providers and team members such as photocopying, faxing, forms creations, maintaining contact and referral lists.
• Performs general office duties such as scanning, creating provider schedules and data collection.
• Responsible to ensure that all office equipment is well maintained and in good working order.
• Works in conjunction with the centre’s larger administrative team to ensure consistency of all administrative applications throughout the centre.
• Supports program planning, development and implementation through the development and creation of effective and efficient administrative systems.
• Performs all tasks related to panel management, tracks cycle times and TNA as well as supply and demand.
• Coordinates the ordering of program resources and supplies.
• Performs other related duties and tasks as assigned from time to time including assisting with larger CHC functions such as the AGM.

Advocacy & Community Development

• Works with community members, staff, and partners to identify issues and develop projects & advocacy strategies.

Professional Development

• Joins relevant professional groups to maintain professional linkages and support.
• Participates in educational activities according to the needs of the centre and the career goals of the individual.

Research:

• Participates in research when opportunities arise.

Other

• Other duties and responsibilities as may be assigned from time to time.

Contribution to team and centre activities:

• Participates in staff meetings and on interdisciplinary teams.
• Participates in the overall activities of the health centre (e.g.,) in-service training, committees, special events, and shared staff responsibilities.
• Communicates clearly, listen actively, be open to feedback, handle conflict appropriately, and display sensitivity to others.
• Collaborates well with others, promotes cooperation and teamwork.
• Participates in WellFort’s commitment to becoming discrimination-free and an inclusive health centre that strives to ensure that programs and services are as accessible as possible.
• Maintains the reputation and confidentiality of the health centre and its clients at all times.
• Works in a manner that respects and values the diversity of communities and individuals.
• Works in a manner that reflects WellFort’s mission, values, and service delivery approach.
• Adheres to all applicable WellFort policies and procedures.
• Develops and maintain a flexible work schedule that accommodates the needs of the clients, community and the Centre.

QUALIFICATIONS, EXPERIENCE & SKILLS

• Relevant knowledge and experience attained through graduation from a recognized College/University in Medical Office Administration or a related field.
• A minimum of two years experience in a similar position preferably in the community health or social services sector.
• Sensitivity to and awareness of cultural, racial, economic, and socially diverse communities.
• Proven Customer Service skills and experience with strong customer service focus
• Excellent written communication and oral skills that meet the needs of the individual and/or community at the appropriate literacy level.
• Experience working with confidential and time sensitive documents and information.
• Excellent interpersonal skills and the ability to multi task in a fast paced environment.
• Experience working in a value based non-profit or social services organization.
• Demonstrated ability to work independently and interdependently in an interdisciplinary team environment in which the skills and responsibilities of each team member are recognized and respected.
• Demonstrated proficiency in use of computers and various computer software applications, such as Electronic Medical Record (EMR).
• Ability to speak languages relevant to the residents of the organization’s community is an asset.
• Demonstrated ability to work independently and interdependently in an interdisciplinary team environment in which the skills and responsibilities of each team member are recognized and respected.

HOMELESS HEALTH PROGRAM (HHP)

The Homeless Health Program is an initiative that provides essential healthcare services to individuals who are homeless, precariously housed, or transitioning out of homelessness in the Peel Region. We understand the unique challenges faced by those without stable housing, and our goal is to make healthcare accessible, integrated, and responsive.

Our dedicated team includes Nurse Practitioners, Registered Nurses, Registered Practical Nurses, and Personal Support Workers, all working together to ensure our patients receive the care they need, where and when they need it. We remove barriers to care for those facing housing instability and poor health.

The program manages 45 medical beds at the Dundas Street Shelter, providing 24/7 care, as well as daytime mobile primary care services at other shelters and drop-ins across the region.

By providing these services, we help hospitals make the best use of their emergency and acute care resources. Patients who no longer need to stay in the hospital but still require medical support can continue their recovery in a shelter bed with healthcare services. We also offer additional support for people in shelters who may need extra medical attention, helping to prevent unnecessary hospital visits.

Our medical services include:

• Care for chronic conditions like diabetes
• Medication management
• Support for substance withdrawal and pain management
• Wound care
• Mental health services and stabilization
• Chiropody (foot care)
• Monitoring and support after hospital stays

This program ensures that structurally vulnerable populations in our community have access to the care they deserve, improving overall health and wellbeing.