Medical Dental Office Administration jobs in Ottawa, ON

Organization Background

South Capital Family Health Team (SCFHT) is a newly established non-profit organization created to expand access to comprehensive, team-based primary care for communities with some of the province's highest levels of unmet need. Working in partnership with affiliated Family Health Organizations (FHOs), SCFHT brings together physicians and interdisciplinary health professionals to improve access, continuity of care, chronic disease management, prevention, and patient outcomes.

Most employees hired by SCFHT are members of its interdisciplinary team and are formally assigned to an affiliated FHO to support integrated patient care under the guidance of the hosting organization's physicians. While employment, human resources, and organizational oversight remain with SCFHT, day-to-day responsibilities are carried out in close collaboration with FHO physicians to deliver coordinated, patient-centred care.

Overview

Join our dynamic healthcare team as a Medical Office Administrator, where your organizational skills and friendly demeanor will keep our medical practice running smoothly and efficiently. In this vital role, you will serve as the first point of contact for patients and visitors, manage appointment scheduling, handle administrative tasks with precision, and ensure seamless communication across the office. Your proactive approach will contribute to delivering exceptional patient experiences while supporting the clinical team behind the scenes. This paid position offers an exciting opportunity to grow your career in a fast-paced healthcare environment.

Responsibilities and Duties

• Greet patients and visitors warmly, providing excellent front desk service and guiding them through check-in procedures.
• Manage multi-line phone systems to answer inquiries, schedule appointments, and relay messages promptly.
• Maintain accurate electronic medical records using EMR systems, ensuring confidentiality and compliance with privacy regulations.
• Process patient paperwork, insurance claims, and billing information efficiently using Dentrix dental management software when applicable.
• Coordinate appointment scheduling for multiple providers, balancing patient needs with provider availability.
• Assist with administrative tasks such as data entry, filing, and managing office supplies to support daily operations.
• Support clinical staff by preparing patient charts, taking vitals, rapid testing and ensuring all necessary documentation is complete and organized.

Education:

• College diploma or university education in medical office administration, health administration, business administration, or a related field.
• Medical terminology, health records, privacy, or physician-billing education is an asset.
• International Medical Degree is an asset.

Professional Experience:

• Minimum three years of administrative experience in a medical office, primary-care clinic, hospital, specialist office, or other healthcare environment.
• Demonstrated experience with electronic medical records, referrals, scheduling, records, forms, and patient communication.
• Experience with Ontario physician medical invoicing or uninsured-service administration is an asset.

Knowledge and Abilities

• Courteous and professional telephone, reception, and patient-service skills.
• Accuracy in identity verification, scheduling, data entry, records handling, and task follow-through.
• High level of accuracy, organization, written communication, and ability to manage confidential and time-sensitive tasks.
• Ability to recognize urgency, remain within non-clinical scope, and escalate clinical or safety concerns promptly.
• Strong written, verbal, interpersonal, and conflict-resolution skills.
• Ability to work effectively in a culturally diverse, interprofessional environment and to provide respectful, equitable, patient-centred service.
• Sound judgment, discretion, and consistent protection of privacy and confidentiality.
• Ability to organize competing priorities, meet deadlines, and adapt proactively in a rapidly developing organization.
• Comfort with electronic records, Microsoft 365, virtual communication tools, and other digital systems relevant to the position.
• Commitment to continuous improvement, accessibility, health equity, and responsible stewardship of public resources.

Working Conditions

Salary: $39,520 - $43,680/year
Working hours: 40 hours per week
Benefits: Extended health, dental
Leaves: 3 weeks annual/vacation leave

This is an in-office position based at 2626 Bank Street, Ottawa, Ontario. Regular work is primarily performed Monday to Friday, with flexibility required for evening or weekend activities (in-rotation) where operational or patient-care needs require it.

The role requires sustained computer and telephone work, frequent collaboration with staff and physicians, and the ability to manage interruptions and changing priorities in a busy primary-care environment.

Employment is conditional on satisfactory reference, credential, and Enhanced Criminal Record Check verification, including a Vulnerable Sector Check; clinical roles also require applicable immunization, Basic Life Support, and liability documentation.

Join us in making a difference by providing outstanding administrative support that enhances patient care and keeps our healthcare practice running at its best!

Pay: $39,520.00-$43,680.00 per year

Benefits:

• Dental care
• Extended health care
• Flexible schedule
• On-site parking
• Paid time off
• Vision care

Application question(s):

• Please provide your weekly availability

Education:

• Bachelor's Degree (required)

Work Location: In person