Full Time Medical Office Assistant jobs in Ottawa, ON

Company Overview

We are seeking a reliable, highly organized, and detail-oriented Medical Referral & Filing Clerk to join our healthcare team in Ontario. In this dual-function role, the successful candidate will manage the full lifecycle of patient medical records and coordinate outgoing/incoming patient referrals to specialists, diagnostic facilities, and hospital services. You will ensure chart accuracy, timely care coordination, and strict adherence to provincial healthcare standards, OHIP requirements, and privacy legislation (PHIPA).

This posting is to fill an existing vacancy.

Key Responsibilities

Referral Coordination

• Process, track, and manage patient referrals to specialists, hospitals, and diagnostic facilities.
• Ensure all referral forms and supporting documentation meet OHIP and specialist-specific requirements.
• Liaise directly with physicians, external clinics, hospital departments, and diagnostic labs to coordinate care efficiently.
• Communicate clearly and empathetically with patients regarding referral statuses, appointment details, and preparation steps.
• Follow up on pending or overdue referrals to ensure timely patient outcomes.

Records Management & Filing

• Organize, file, retrieve, and maintain electronic and paper patient charts.
• Scan, index, and accurately assign incoming reports, consult letters, diagnostic results, and correspondence into the Electronic Medical Record (EMR) system.
• Audit patient charts to maintain high data accuracy, completeness, and structural organization.
• Process formal record requests, chart transfers, and legal/insurance file preparation.
• Keep the physical and digital filing architecture organized, streamlined, and secure.

Administrative & Compliance Support

• Uphold strict patient confidentiality and privacy in full compliance with PHIPA and internal organizational policies.
• Assist the broader administrative team with routine clerical tasks, including faxing, photocopying, data entry, and appointment scheduling as required.
• Collaborate effectively with administrative colleagues, allied health staff, and clinic physicians.

QualificationsRequirements

• High school diploma or equivalent.
• Proven attention to detail, exceptional organizational skills, and strong time-management capabilities.
• Demonstrated ability to handle sensitive and personal health information with strict confidentiality and professionalism.

Preferred Education & Experience

• Medical Office Administration (MOA) diploma/certificate or post-secondary education in a related field.
• Previous experience in a medical office, health records department, or referral coordination role.
• Solid understanding of medical terminology and Ontario healthcare referral pathways.
• Hands-on experience with Ontario EMR systems (e.g., Accuro, OSCAR, PS Suite, Telus Health).

Preferred Skills & Competencies

• Familiarity with OHIP billing rules, specialist requisitions, and hospital triage workflows.
• Excellent verbal and written communication skills with a patient-centered, compassionate approach.
• Ability to prioritize tasks, work independently, and adapt quickly in a fast-paced clinical environment.
• Fluency in French or additional languages is considered a strong asset.

La Vie Health does not use AI in our recruiting and hiring process.

Pay: From $22.00 per hour

Expected hours: 40.0 per week

Ability to commute/relocate:

• Kanata, ON K2K 3G5: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you willing to commit to an onsite, five days a week role?

Work Location: In person