Assistant Medical Officer jobs

We are seeking a highly organized, dependable, and personable Medical Office Assistant to join our healthcare team in Markham, adjacent to the Markham Stouffville Hospital. This role supports two physician-led specialty practices: Terra Skin Clinic, a GP dermatology and aesthetic clinic, and JR Chai Neurology Clinic, a specialist neurology practice focused on movement disorders.

Key Responsibilities

Patient Scheduling & Appointment Coordination

• Schedule, reschedule, and confirm patient appointments.
• Place reminder calls to reduce no-shows and optimize physician schedules.
• Maintain efficient use of clinic resources while accommodating urgent appointments when appropriate.
• Manage waitlists and promptly fill cancellations.

Patient Reception & Check-In/Check-Out

• Welcome patients in a warm and professional manner.
• Verify and update demographic, insurance, and contact information.
• Assist patients with completing intake forms, consent forms, and other required documentation.
• Facilitate smooth check-in and check-out processes.

Medical Records & Documentation

• Maintain accurate and confidential electronic medical records (EMR)
• Upload referrals, consultation notes, diagnostic reports, and correspondence.
• Ensure compliance with confidentiality legislation and clinic policies.

Communication & Patient Support

• Answer incoming phone calls, voicemails, text messages, and emails promptly and in a professional manner.
• Follow up with patients regarding general inquiries (e.g. appointments, available clinic services and products, outstanding forms, laboratory requisitions, appointment confirmations, and requested documentation.)
• Communicate effectively with referring physicians' office and other healthcare providers.
• Provide clear and accurate information regarding medical and aesthetic services, and general pricing information, while recognizing when to refer specific clinical questions to the physician. Prepare and follow up on treatment quotes and package recommendations, and assist patients with booking consultations and procedures.

Billing, Payments & Financial Administration

• Prepare and process patient invoices for private procedures, skincare products, administrative forms, and uninsured services.
• Process payments and reconcile daily transactions.
• Address billing inquiries and maintain accurate financial records.

Clinical & Procedural Support

• Prepare treatment and examination rooms before patient visits and procedures. Reset and sanitize treatment rooms between appointments in accordance with infection prevention standards.
• Assist physicians with in-clinic procedures as needed (e.g. application and removal of topical anesthetic prior to cosmetic and minor procedures, room setup, instrument preparation)
• Dispose of used instruments, sharps, and medical waste according to infection prevention and occupational health and safety protocols.
• Handle specimens and prepare them for laboratory pick-up.

Office Operations & Inventory Management

• Maintain a clean, organized, and professional reception area, treatment rooms, kitchenette, and common areas.
• Monitor and replenish medical, office, and retail supplies.
• Receive, organize, and track inventory and shipments.

Team Collaboration

• Coordinate closely with physicians and other staff to maintain efficient clinic workflow.
• Ensure smooth patient movement between reception, examination rooms, and treatment areas.
• Provide assistance to physicians and colleagues as needed to support high-quality patient care.

Qualifications

• Previous experience working in a medical clinic is required.
• A Medical Office Administration diploma is considered an asset.
• Professional fluency and firm command of the English language, both verbal and written. Additional languages in Mandarin or Cantonese are an asset but not required
• Good computer proficiency.
• Good understanding of Ontario healthcare flows and OHIP billings
• Highly organized with strong attention to detail, proactive and the ability to prioritize in a fast-paced environment.
• Excellent problem-solving skills and the ability to work independently with minimal supervision.
• Professional, dependable, and punctual with a strong work ethic.
• Reliable work attendance.
• Strong customer service and sales skills, phlebotomy experience and comfort with venipuncture are considered strong assets.

Compensation, Benefits and Incentives

• Paid vacation and statutory holiday pay in accordance with Ontario employment standards.
• Eligibility for additional incentive compensation - commission on skincare product and procedure sales/other performance-based bonuses, to be discussed further based on experience and role responsibilities.
• Employee discounts on skincare products and aesthetic treatments.
• Opportunities for ongoing learning and exposure to dermatology and aesthetic medicine, including potential attendance at industry conferences, workshops, and educational events if interested.

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, duties, and skills required.

Pay: From $20.00 per hour

Benefits:

• Company events
• On-site parking
• Paid time off

Flexible language requirement:

• French not required

Work Location: In person