Casual Medical Secretary jobs in Vaughan, ON

Position Summary

The Part-Time Medical Office Assistant/Phlebotomist at Quaker Hill Medical supports daily front-desk, administrative operations and phlebotomy services in a community-focused healthcare setting in Newmarket, Ontario.

This role helps create a welcoming and efficient patient experience by coordinating appointments, registering patients, managing phone inquiries, processing insurance claims, and supporting communication between patients, physicians, pharmacists, and other healthcare providers. The position also contributes to the smooth delivery of blood and other specimen collections following clinical guidelines. The ideal candidate is professional, organized, compassionate, and able to thrive in a fast-paced environment while maintaining patient confidentiality and high service standards.

Key Responsibilities

• Welcome patients and visitors in a warm, professional manner and support both scheduled appointments and walk-ins.
• Schedule, coordinate, confirm, and reschedule appointments, referrals, diagnostic tests, and follow-up visits based on clinic priorities and provider availability. Respond to inquiries as needed.
• Register patients, verify and update demographic and health information, and accurately enter information into EMR (OSCAR) or patient database systems.
• Collect and prepare patient specimens for testing, including blood, urine, and other bodily fluids as directed by physicians.
• Process OHIP billings for doctors and insurance claims for allied health professionals
• Follow up on referrals, consults, test results, and required documentation to support timely patient care.
• Maintain accurate patient records and ensure strict confidentiality of patient and staff information.
• Assist physicians and healthcare providers with administrative and clinical support as needed.
• Monitor the waiting room, help prioritize patient flow, and support efficient clinic operations.
• Maintain a clean, organized, and professional reception and clinical area.
• Perform outreach calls to provide service information, generate leads, or schedule appointments as needed.
• Handle specimens and prepare them for laboratory pick-up.
• Clean and sterilize medical instruments according to clinic protocols.
• Assist with other basic clinical support duties as required.

Qualifications and Experience

• Post-secondary education in office administration, medical office administration, or completion of a Medical Office Assistant program is preferred; equivalent experience will also be considered.
• Training/certification in phlebotomy is required.
• 2+ years of recent experience (within the last 6 months) in a medical office, family practice, clinic, or similar healthcare environment is required
• Experience using EMR systems (ideally OSCAR).
• Strong communication, customer service, organizational, and multitasking skills.
• Ability to work effectively in a collaborative, fast-paced team environment while demonstrating sound judgment and initiative.
• Strong problem-solving skills, attention to detail, and ability to prioritize competing tasks.
• Professional phone manner and strong written and verbal communication skills in English.
• Ability to maintain focus, flexibility, and composure in clinical setting.

Preferred or Unique Assets

• Multilingual ability may be beneficial, including Farsi/Persian, Cantonese, or Mandarin.

Pay: $20.00-$22.00 per hour

Application question(s):

• Are you able to speak any of the following: Cantonese, Farsi, Mandarin?
• Do you have any experience using OSCAR EMR?

Experience:

• Medical office: 2 years (preferred)
• EMR systems: 1 year (preferred)
• Phlebotomy: 1 year (preferred)

Work Location: In person