Medical Administrative Secretary jobs

About Beam Radiology

Beam Radiology is a physician-led, community-based diagnostic imaging and specialty care organization committed to compassionate patient care and service excellence for our referring practitioners. Our patients always come first.

We are an expanding diagnostic imaging practice located in Calgary, Alberta, offering a comprehensive range of imaging and specialty care services. Our team of radiologists, physicians, technologists, sonographers, nurses, and operational professionals work collaboratively to provide an exceptional patient experience and support positive healthcare outcomes.

Driven by clarity of vision and strong values, Beam Radiology focuses on clinical excellence, collaboration, operational innovation, and meaningful career growth opportunities for our team members.

The Opportunity

Beam Radiology is seeking a highly organized and patient-focused Pain Management Booking Agent to join our growing team.

Reporting to the Booking Manager, the successful candidate will support the coordination and scheduling of consultations and procedures within our Pain Management program. This role plays a critical part in ensuring timely patient access to care by managing appointment bookings, coordinating referral information, communicating with patients and referring offices, and maintaining scheduling accuracy across multiple providers and clinic locations.

The ideal candidate is a strong communicator who enjoys helping patients, thrives in a fast-paced environment, and has exceptional attention to detail.

Key Responsibilities

Patient Scheduling & Coordination

• Coordinate and schedule Pain Management consultations, follow-up appointments, and procedures.
• Manage high-volume inbound and outbound telephone calls in a professional and compassionate manner.
• Contact patients promptly to schedule appointments and provide accurate preparation instructions.
• Optimize physician schedules and clinic capacity through efficient appointment booking and management.
• Monitor waitlists, cancellations, and rescheduling opportunities to improve patient access and minimize unused appointment time.
• Ensure appointment information is accurate and complete prior to patient visits.

Referral & Records Management

• Receive, review, and process referrals in accordance with clinic procedures.
• Verify patient demographic and referral information and update records as required.
• Maintain accurate patient scheduling records and documentation within Beam's booking systems.
• Track referral status and follow up on incomplete or missing information.
• Assist with coordinating referrals between physicians, clinics, and internal departments.

Patient Service & Communication

• Deliver an exceptional patient experience through professional, respectful, and compassionate interactions.
• Provide patients with information regarding appointment details, preparations, clinic locations, and next steps.
• Communicate effectively with patients, referring practitioners, physicians, and internal teams.
• Respond to patient concerns and escalate issues appropriately when required.
• Support continuity of care by ensuring timely communication and accurate scheduling.

Administrative Support

• Maintain the confidentiality of patient, medical, and financial information at all times.
• Assist with document management, chart preparation, and administrative follow-up activities.
• Support departmental reporting and scheduling data requirements as needed.
• Collaborate closely with Booking, Reception, Nursing, and Pain Management teams to support efficient clinic operations.
• Participate in process improvements and operational initiatives to enhance patient access and workflow efficiency.
• Perform other related duties as required.

Qualifications

Required

• Medical Office Assistant (MOA) certificate, diploma, or a combination of relevant education and experience.
• Minimum one year of medical booking, healthcare administration, medical office, or patient scheduling experience.
• Strong telephone communication and customer service skills.
• Exceptional attention to detail and organizational abilities.
• Demonstrated ability to manage competing priorities in a fast-paced environment.
• Strong computer skills, including Microsoft Office applications.
• Ability to maintain confidentiality and professionalism when handling sensitive information.
• Strong interpersonal skills and the ability to work collaboratively as part of a team.

Preferred

• Previous experience in diagnostic imaging, pain management, specialist clinics, or healthcare booking.
• Experience with electronic medical records (EMR), RIS, PACS, or healthcare scheduling software.
• Experience managing high-volume referral and booking workflows.
• Knowledge of medical terminology and patient scheduling processes.
• Experience working in a multi-provider or multi-site healthcare environment.

Work Schedule

• Full-time, permanent position
• Monday to Friday
• Primarily daytime hours
• Remote role

Compensation & Total Rewards

Beam Radiology offers a competitive compensation and benefits package, including:

• Competitive hourly wage based on qualifications and experience
• Overtime pay where applicable
• Comprehensive health, dental, vision, disability, and extended health benefits
• RRSP program with employer matching
• Paid vacation, sick time, and statutory holidays
• Employee Assistance Program (EAP)
• Team-building events and employee appreciation initiatives

Why Join Beam Radiology?

This is an opportunity to join a growing healthcare organization dedicated to providing exceptional patient care and access to specialized services.

What you can expect:

• A supportive, collaborative, and team-oriented workplace
• Meaningful work helping patients access specialized Pain Management services
• Opportunities for professional growth and development
• Exposure to a dynamic healthcare environment
• Long-term career opportunities within a growing organization

Equity, Diversity & Inclusion

Beam Radiology is committed to fostering an inclusive, respectful, and equitable workplace. We celebrate diversity and welcome applications from individuals of all backgrounds.

Accommodations are available throughout the recruitment process. If you require accommodation, please let us know and we will work with you to meet your needs.

How to Apply

If you are passionate about helping patients and would like to join a healthcare organization that values its team members, we encourage you to apply in confidence. Please email your resume to careers@beamradiology.com.

We thank all applicants for their interest. Only those individuals selected for further consideration will be contacted.

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Paid time off

Work Location: Hybrid remote in Calgary, AB