Medical Office Administrative Assistant jobs in Burnaby, BC

Position Overview

We are seeking a highly organised, reliable, and personable Medical Office Assistant (MOA) to join our neurology practice. The successful candidate will provide comprehensive administrative and patient support services for three neurologists (40%/40%/20% split )and play an important role in ensuring the efficient coordination of patient care across the main office and outreach locations.

This is a busy, varied position requiring excellent organisational skills, attention to detail, professionalism, and the ability to prioritise competing demands. The successful candidate will work closely with physicians and other MOAs and be expected to communicate effectively and collaborate with patients, healthcare providers, and external organisations.

Key Responsibilities

Patient Communication and Appointment Management

• Answer incoming telephone calls and respond to patient inquiries in a professional, courteous, and timely manner.
• Schedule, confirm, reschedule, and cancel patient appointments.
• Set up and manage appointment reminder notifications.
• Greet patients and assist with check-in and other front-office processes.
• Communicate physician instructions and responses to patients through email, telephone, or other approved communication methods.
• Assist patients with completing forms and provide general logistical support as required.
• Maintain a professional and compassionate approach when dealing with patients and their families.

Medical Records, Correspondence, and Referrals

• Monitor and manage the virtual fax inbox, reviewing and appropriately sorting incoming faxes and correspondence for two neurologists.
• Send and receive faxes and ensure documents are accurately distributed, scanned, and filed.
• Scan, organise, and maintain medical records and correspondence in accordance with office procedures.
• Coordinate referrals, requisitions, investigations, and other documentation as directed by the physicians.
• Prepare, process, and submit insurance forms and related administrative documentation.
• Ensure outstanding documentation and requests are followed up promptly.

Coordination with Outreach Sites and Other MOAs

• Communicate and coordinate with MOAs at outreach locations to arrange and optimise patient appointments.
• Assist with the transfer and coordination of patient information and documentation between locations.
• Work cooperatively with other MOAs to ensure continuity and efficiency of administrative processes.
• Contribute to a positive, respectful, and collaborative office environment.

Billing and Administrative Support

• Review billing information and identify and correct administrative or billing errors.
• Assist with insurance-related paperwork and other physician billing or administrative requirements.
• Monitor office supplies and place orders as required.
• Maintain organised administrative systems and contribute to improving office workflows and processes.

Independent Medical Examinations (IMEs)

The MOA will also provide administrative coordination for Independent Medical Examinations and related medico-legal matters, including:

• Monitor and respond to emails and correspondence relating to IME requests.
• Schedule and coordinate IME appointments and associated telephone calls.
• Communicate with lawyers, insurers, patients, and other involved parties as required.
• Track report deadlines, court dates, and other important time-sensitive requirements.
• Maintain accurate records and ensure required documentation is available to the physician on time.
• Follow up on outstanding information, appointments, reports, and deadlines.

Qualifications and Skills

The successful candidate will demonstrate:

• Previous experience in a medical office or healthcare administrative setting.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work effectively in a busy environment.
• Strong computer skills and the ability to learn and use electronic medical record and office systems.
• Ability to handle confidential patient and medico-legal information with discretion and professionalism.
• A collaborative and cooperative approach to working with physicians and other MOAs.
• Ability to work independently, recognise priorities, and follow tasks through to completion.
• Professional, friendly, and patient-focused manner.
• Reliability and good judgment when dealing with sensitive or time-critical matters.

What We Are Looking For

We are looking for someone who takes pride in being organised, dependable, and proactive. The ideal candidate will be someone who can anticipate what needs to be done, communicate clearly with both patients and colleagues, and keep track of multiple moving pieces without losing attention to detail.

This position offers a varied role within a busy neurology practice, combining patient-facing responsibilities, medical office administration, physician support, and coordination of Independent Medical Examinations.

Job Types: Permanent, Full-time

Pay: $22.00-$25.50 per hour

Benefits:

• Dental care
• Extended health care
• Paid time off

Flexible language requirement:

• French not required

Ability to commute/relocate:

• North Vancouver, BC: reliably commute or plan to relocate before starting work (preferred)

Work Location: In person