Job description:

Medical Office Administrator

Location: 301 O'Connor Street, Ottawa, ON

Company: David Jordan Medicine Professional Corporation

Job description: Front Desk Administrator/Floater

Please only apply if you are available for these shifts.

Monday to Thursday: 6:30am - 3:00pm, 8:00am - 4:30pm (latest 5:15pm)

Friday: 8:00am - 12:00pm

IDEAL CANDIDATE:

We are looking for a candidate who is curious and motivated to learn and grow. You are organized, punctual, reliable and detail-oriented. You can work independently but with keen awareness of your team members' inter-related and inter-dependent tasks. You are a problem solver who is not conflict addicted. You have excellent verbal and written communication skills in English. French and other languages are considered an asset. You are comfortable working in a medical office where the referred patients are diverse and the practice unique and complex.

This is not an entry level job.

OVERVIEW:

We employ two Front Desk Administrators (FDAs); one Surgical Coordinator (SC); and one Accounting/Office Manager (OM). In addition, we contract with a number of different RN’s and anesthetists for surgical days. In addition, we often have ophthalmology residents from time to time, and a yearly fellow. One FDA works Monday - Friday. The other FDA works Monday-Thursday (occasional Fridays if needed).

The FDA is usually the first contact person for patients, other physicians and their assistants, the Hospitals, family of patients, etc. As such, the FDA has an important “ambassador” role, in projecting professional courtesy, concern, diplomacy and respect for confidentiality.

In addition, this role carries far more responsibility, judgment, independence, discretion and consequence for error, than the job title would suggest. This is not viewed as an entry level position. It is viewed as one of four, equally crucial and Professional positions within our office.

All positions ultimately need to develop an understanding of the other positions to provide assistance and back-up, when necessary. The other positions are SC and OM.

All Staff need to be aware of applicable legislation respecting confidentiality, including the Regulated Health Professions Act and Regulations and the Freedom of Personal Information and Privacy Act (FIPPA). All staff need to be able to recognize the medical/legal implications of chart accuracy, confidentiality and maintenance.

JOB DESCRIPTION:

Duties include mostly front desk administration along with assisting surgical coordinator and billing manager as needed. Following is a brief list of tasks:

Working with The Ottawa Hospital - EPIC and Accuro EMR technologies for booking patient appointments and locating medical reports and documents for review, create and maintain confidential medical files and records. Call new referrals to book new appointments in appropriate time slots (weekly). Pull charts at least 5 days ahead of schedule and phone all patients to screen and remind them of their appointments while keeping track of the schedule so that pulling is done earlier than 5 days if we are anticipating being short-staffed or too busy. Ensure ordering of supplies and an up-to-date supplier list is maintained in consultation with appropriate personnel (i.e., cosmetic and/or cream supplies - liaise with the OM or Dr. Jordan; surgical supplies liaise with SC or Dr. Jordan; stationary supplies liaise with OM and SC). Weekly follow up with patients for outstanding urgent tasks (i.e. Pending CT scans, lab results, pictures requests etc.). Review, screen and print all emails, answer and transfer calls as well as communicating messages between Dr. Jordan and patients. Receive and screen all faxes and transfer them to the appropriate person or treat them as new referrals. Check-in and out all patients on the day sheet and ensure appropriate documentation has been included and/or verified, for e.g., OHIP version code and expiry date, referring physician, current address and phone number, email address. Complete patient information and insure patient signature on claim forms and third party insurance forms if any, such as IFHP, Blue Cross Ontario, WSIB form, Military(DND) form, Out of Province (Quebec) form, Akwesasne Non- Insured Health Benefits (NIHB) forms, payment or deposit (if applicable).

Assisting Surgical Coordinator: Assist with scheduling surgical procedures in the appropriate location - Office OR/ The Ottawa Hospital (OHIP; out-of-province; de-listed and cosmetic) in collaboration with the Surgical Coordinator and physician. Prepare and verify medical charts and forms for surgical patients, ensuring accuracy for medical/legal compliance. Collecting and logging financial payments for surgeries. Making calls for office and hospital surgeries to confirm and review pre-op instructions/forms as needed.

Assisting Billing Manager: Medical Billing and administrative support. Record, process, and reconcile payments for private and cosmetic procedures. Verify all third party payments, OHIP validity.

Assisting with Operational needs: Assist with implementing office policies, including infection control and safety procedures. Support other staff (Surgical Coordinator, Office Manager) during peak workload or absences. Support office operations by ordering and maintaining supplies/products, handling correspondence. Assist in staff communication, scheduling, and coordination of special projects, contractors or events.

Contract: Subject to a three month probationary period, full-time indeterminate contract.

Bilingualism (French) is considered an asset.

The Front Desk Administrator (FDA) is a key member of the team and works closely with and in cooperation with all other staff/team members. The shifts are Monday-Friday (about 36 hours a week). We employ two FDA’s, one FDA will open and the other will close. The office hours can range from a 6:30 am start to 5:00 pm close (8 hours shift for each FDA).

Please check the link below for full detailed job description

https://docs.google.com/document/d/1G0u_p-N__seJ-DtXp_FVr4Pe-QpeKtT93S9blxp-Ces/edit?usp=sharing

We thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.

Job Types: Full-time, Permanent

Experience: Medical office administrative: 1 year (required)

Work Location: In person

Application method: Email hiring.ophthalmology@gmail.com