Department: Reena Health Services

Location: Thornhill Compensation: $43,500 - $50,000 / year

Description

Reena Inc is supporting this recruitment for the Thornhill Community Health Centre. The hiring employer is not Reena Inc.

THORNHILL COMMUNITY HEALTH CENTRE

The Thornhill Community Health Centre (CHC) is an interdisciplinary primary care and community health organization committed to providing accessible, inclusive, and proactive care for individuals and communities facing barriers to care.

Thornhill CHC incorporates accessibility-focused, disability-informed, and equity-centred approaches to care, with a particular focus on supporting individuals with intellectual and developmental disabilities (IDD), neurodiverse individuals, seniors, caregivers, and other underserved populations.

The CHC works collaboratively with community partners, healthcare providers, and interdisciplinary teams to improve access to comprehensive, person-centred care and promote health equity across the community.

About the position

The Medical Secretary/Medical Office Assistant (MOA) provides administrative and client service support to the interdisciplinary primary care team at Thornhill CHC. The role supports client intake, scheduling, front-line reception, referral coordination, electronic medical records (EMR) documentation support, and general clinic operations in a fast-paced community health environment. The incumbent ensures confidentiality, maintains compliance with applicable healthcare legislation and organizational policies, and contributes to quality improvement, health and safety, and client-centered care delivery for diverse populations, including individuals with intellectual and developmental disabilities, neurodiverse individuals, seniors, caregivers, and other populations facing barriers to care.

Hours of Work

This position follows a CHC team-based primary care model with scheduled clinical hours as follows: Monday–Wednesday: 9:00 a.m. – 5:00 p.m. Thursday: 8:00 a.m. – 8:00 p.m. Friday: 9:00 a.m. – 1:00 p.m.

Sunday: 9:00 a.m. – 1:00 p.m. (approximately once per month)

Total weekly hours: 37.5 hours (CHC standard). A 30-minute unpaid lunch break is scheduled Monday to Friday.

Usage of Artificial Intelligence

We use AI-supported technology to help sort applications according to role-specific criteria, but all decisions throughout the hiring process are made by human reviewers.

Reena is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources.

Key Responsibilities

1. Primary Responsibilities Provide professional and compassionate reception and client service support in person and by telephone. Coordinate client intake processes, appointments, scheduling, referrals, and follow-up communications.

Support registration, attachment, and onboarding of new clients

Maintain and update electronic medical records (EMR) accurately and in a timely manner. Assist with intake forms, consent forms, and collection of demographic and social determinants of health information. Support clinicians with administrative workflows including scanning, faxing, referrals, and correspondence Monitor and manage clinic voicemail, email inquiries, and appointment reminders. Assist with waitlist tracking, reporting, and administrative data collection. Communicate respectfully and effectively with all clients, including individuals with diverse communication, cognitive, behavioural and support needs. Support accessible and person-centred experiences through flexible, inclusive, and responsive administrative support practices. Assist clients, caregivers and visitors in navigating appointments, referrals, forms and clinic processes in a supportive and culturally responsive manner. Maintain confidentiality and privacy in accordance with PHIPA and organizational policies. Support clinic operations, supplies, and general administrative duties as required. Work collaboratively with physicians, nurse practitioners, nurses, care navigators, and allied health staff.

Support student placements/preceptorships/volunteers as needed

Participate in quality improvement and continuous improvement initiatives. Perform other duties as assigned that are reasonable within the scope of the job.

Skills, Knowledge and Expertise

1. Qualifications

Required

Two to four years of experience working as a Medical Secretary or Medical Office Assistant within a Community Health Centre, primary care practice, or other healthcare provider office. An equivalent combination of related education, professional training, and demonstrated experience will be considered. Current Level C CPR certification from a recognized provider.

Preferred

Office Administration - Medical Certificate or equivalent attained from an accredited university or college. Canadian Medical Secretary Designation preferred.