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Job Overview

Medical Office Administrator — Virtual ADHD and Women’s Health Clinic

West Coast Adult ADHD Clinic is a growing virtual clinic providing specialized ADHD care. We’re expanding our services to include women’s health, and we’re looking for an experienced, patient-focused Medical Office Administrator to join our team as our clinic grows.

You’ll help coordinate patient care across a busy virtual clinic, working with multiple medical providers and supporting patients throughout their experience. This role suits someone who enjoys working in a fast paced, varied, technology-rich workplace and brings a calm, organized, and caring approach to a steady flow of work.

What you’ll do

• Coordinate appointments, confirmations, rescheduling, and follow-up across multiple providers.
• Respond to patient inquiries by phone, email, and secure messaging with warmth, professionalism, and clear communication.
• Help patients complete intake steps and track forms, records, and other information needed for appointments.
• Maintain accurate, complete, and confidential electronic medical records.
• Prepare, create, and transcribe clinical and administrative reports with a high degree of accuracy. Proofread documents and verify patient and provider details before routing or finalizing them.
• Organize incoming documents and messages, direct them to the appropriate team member, and escalate clinical questions to clinicians according to clinic procedures.
• Support providers with administrative chart preparation and appointment follow-up.
• Explain clinic processes, policies, and administrative next steps. Clinical advice is provided by the appropriate clinician.
• Help patients resolve basic technical issues with virtual appointments.
• Complete other administrative tasks, such as processing payments, forms, referrals, and document requests.
• Track outstanding tasks and communicate with colleagues to support timely follow-through.
• Follow clinic procedures for privacy, confidentiality, and documentation.

What you’ll bring

• Three to five or more years of experience in a medical administrative role, including work in a busy, high-volume clinic.
• Experience with virtual care or telehealth.
• Experience in at least one of these settings: a dental clinic, mental health clinic, or private healthcare clinic.
• A strong working knowledge of medical terminology and medical office workflows.
• Excellent written and verbal communication skills and a warm, professional approach with patients.
• Experience supporting multiple medical providers and working as part of a team, along with the confidence to manage tasks independently.
• Strong computer skills and comfort using electronic medical records, scheduling systems, and a range of software platforms. You’re quick to learn new tools and comfortable switching between systems.
• Strong organization and attention to detail, with the ability to prioritize and manage a very busy workload.
• Good judgment and discretion when handling confidential personal health information.

Working remotely

This is a remote position in a virtual clinic that uses a broad range of digital tools for scheduling, patient communication, records, documents, and team coordination. To work effectively and protect patient privacy, you’ll need:

• Reliable high-speed internet.
• A dedicated, private home office or workspace where confidential conversations and patient information cannot be seen or heard by others.
• Comfort working remotely and communicating regularly with patients and colleagues online.

Grow with us

West Coast Adult ADHD Clinic is expanding its ADHD services and developing a women’s health program. We’re excited to welcome someone who wants to contribute to this next stage of growth, work collaboratively with a multidisciplinary team, and develop their skills as the clinic evolves.

Pay: $30.00-$38.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care

Application question(s):

• Have you worked in a virtual care or telehealth clinic?
• Have you managed patient intake forms, medical records, referrals, or incoming clinical documents?
• Name the EMR you used, the clinic setting, the number of providers you supported, and the approximate number of daily patient emails or message volume you handled.”
• Rate your proficiency and indicate how many years of professional experience you have using each:

Microsoft Word, Excel, Outlook, and Teams. Please use this format: Word — level/years; Excel — level/years; Outlook — level/years; Teams — level/years. Levels: Beginner, Intermediate, Advanced, or Expert.
*
How would you rate your knowledge of medical terminology, and how many years have you used it in a medical administrative role? Please include examples of the types of medical documents or communications you’ve worked with.

• How would you rate your overall comfort and proficiency with technology and learning new software? Please list the software programs, platforms, and digital tools you use regularly in your work, and briefly describe how you use them
• Only applicants who submit a cover letter will be considered. Did you include a cover letter?
• Do you live in BC or Alberta?

Experience:

• Medical office: 3 years (required)

Work Location: Remote