Medical Administrative Secretary jobs

Job Posting ID: E-MOA-260522-01

Job Title: Medical Office Assistant

Employment Type: Full-Time, Permanent

Location: 2970 Nanaimo Street, Vancouver.

This role is to be performed onsite. Remote or hybrid work arrangements are not available for this position.

Schedule:

9:00am to 5:00pm, Monday to Friday

Work Hour: 35-hour work week

Pay: $29 per hour

Union: This position does not require union membership.

About Lu’ma

Lu’ma is a Coast Salish word for “new beginnings.” Lu’ma offers a wide range of programs, services and other initiatives aimed at alleviating poverty, improving the overall health of the urban Indigenous community and responding to the evolving needs of Indigenous peoples.

About Lu’ma Medical Centre Society:

Lu’ma Medical Centre Society (LMCS) is an interdisciplinary primary care clinic that provides holistic, culturally safe and integrated primary care for Indigenous families. We provide a safe, welcoming environment for individuals and families as they address their health and healing. LMCS provides health care and health promotion services through attachment to a primary care provider. Additionally, LMCS provides access and connection to Traditional Healers, Elders, Medical Specialists, RNs, Mental Health Counsellors, Social Navigators, and Dietitians. Our interdisciplinary team works closely together to create a circle of care that bridges traditional Indigenous and Western worldviews of health and healing and meets the diverse needs of our Community Members. We promote continuity in healthcare relationships by supporting team members who are committed to long-term careers at LMCS.

Job Summary

Under the direct supervision of the Lead Medical Office Assistant or designate, the Medical Office Assistant (MOA) is responsible for providing administrative, clinical, and reception support to ensure the efficient daily operation of the Medical Centre. The MOA serves as a primary point of contact for Community Members and supports physicians and clinical staff through appointment coordination, medical documentation, patient intake, billing, and clinical preparation duties.

This role requires strong organizational skills, professionalism, attention to detail, and the ability to maintain strict confidentiality while delivering culturally safe and respectful services to Indigenous Community Members.

Responsibilities

Reception & Community Member Support

· Provide professional and courteous front desk reception services to Community Members, visitors, and healthcare providers.

· Perform telephone triage and direct calls appropriately.

· Coordinate and oversee in-person traffic at the front entrance and waiting area.

· Schedule, coordinate, and confirm Community Member appointments.

· Respond to phone calls, same-day voicemail messages, and booking emails in a timely manner.

· Act as a liaison between medical staff and Community Members.

· Interact with Community Members respectfully while maintaining privacy and confidentiality at all times.

· Utilize cultural safety practices and demonstrate an understanding of Indigenous experiences accessing healthcare services.

Clinical Support

· Prepare and maintain medical examination rooms between Community Member appointments.

· Process urine tests, HCG tests, and other basic clinical procedures as assigned.

· Prepare laboratory labels and specimens for delivery.

· Occasionally act as a chaperone during women’s health appointments.

· Ensure required medical information, including lab results, imaging, and growth charts, is available in electronic medical charts prior to appointments.

· Assess, triage, and prioritize tasks to support Community Member care needs.

Administrative Duties

· Maintain and document correspondence and electronic medical reports.

· Scan and upload incoming correspondence, mail, and faxed documents into electronic medical records.

· Prepare and process outgoing correspondence including referrals, consult letters, follow-up letters, prescriptions, and Community Member documentation.

· Prepare and complete forms including disability claims, nutritional supplements, and other medical documentation.

· Verify Community Member insurance coverage including MSP, out-of-province, private, and paramedical insurance.

· Complete and submit required medical billings and insurance information.

· Manage the secure handling of confidential medical records and files in accordance with privacy legislation and organizational policies.

· Develop and maintain reporting databases and reports.

· Perform daily opening and closing office procedures as assigned.

Inventory & Office Maintenance

· Maintain clinical and office inventory supplies and equipment.

· Monitor stock levels and coordinate ordering and receiving of supplies.

· Schedule equipment servicing and repairs as required.

· Assist in the care and maintenance of office equipment.

· Maintain office operations by following established policies and procedures and reporting operational concerns or recommended changes.

Teamwork & General Responsibilities

· Contribute positively as a collaborative team member within a multidisciplinary healthcare environment.

· Participate in staff meetings, training, and organizational initiatives as required.

Any other duties or tasks agreed as required by the Clinic Manager and Medical Centre.

Qualifications

Education & Certifications:

· Medical Office Assistant (MOA) diploma from an accredited post-secondary institution.

Experiences:

· Minimum three (3) years of experience working in a Primary Care or Family Practice setting.

· Experience working with OSCAR EMR or similar electronic medical record systems.

· Experience working with Indigenous communities or within an Indigenous organization considered a strong asset.

· An equivalent combination of education and experience may be considered.

Knowledge, Skills & Abilities:

• Understanding of Indigenous cultures, values, and community engagement principles.
• Knowledge of medical terminology, clinic procedures, and medical billing practices.
• Strong communication and interpersonal skills.
• Strong organizational, multitasking, and time management skills.
• Ability to maintain strict confidentiality and professionalism.
• Ability to assess priorities and work effectively in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficient computer and word processing skills.
• Ability to work collaboratively as part of a healthcare team.
• Ability to learn and adapt to new systems, procedures, and technologies.

· May require occasional standing, bending, lifting, or moving supplies and equipment.

· Work is performed in a fast-paced medical clinic environment requiring prolonged computer use, strict confidentiality, and regular interaction with Community Members experiencing medical, emotional, or social challenges.

This position is open to all applicants. All positions are subject to a Vulnerable Sector Criminal Record clearance.

Application Process

You must follow the instructions to submit your application with the exact subject line. A complete application will consist of your up-to-date resume and letter of interest. Incomplete applications may not be considered.

1. Please submit your resume and a letter of interest to: jobs@LNHS.ca

2. Subject line: E-MOA-260522-01 (must be exactly the same).

3. Application deadline: Open until the position is filled.

Please note that only qualified candidates will be shortlisted for interviews.

Pay: $29.00 per hour

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off

Work Location: In person