Medical Office Assistant jobs in Victoria, BC

Department: Operations

Reports To: Clinic Manager - Victoria

Location: Victoria Clinic

Work Schedule: 7.5 hours/day, 37.5 hours/week

Overview:

The Medical Lab & Office Assistant is a hybrid role that combines hands-on phlebotomy support with administrative and operational coordination. This position supports the clinic by performing designated Medical Lab Assistant duties while also coordinating supplies, documentation, workflow, and Health Canada administrative requirements as needed.

Key Areas of Responsibility Include:

Medical Lab Assistant:

• Perform blood collection and other designated specimen collection duties within scope of practice and training.
• Accurately identify patients and specimens and follow established specimen collection labeling, processing, and transport procedures.
• Maintain accurate documentation and records related to specimen collection and handling.
• Follow all infection prevention and control, occupational health and safety, privacy, and laboratory procedures.
• Maintain a clean, organized, and appropriately stocked work environment.
• Assist with laboratory- related patient flow and provide a professional and compassionate patient experience.
• Communicate appropriately with nursing, physicians, laboratory staff, and other clinic departments regarding specimen and laboratory requirements.
• Identify and escalate specimen discrepancies, collection issues, or other concerns according to established protocols.

Administration responsibilities

• Prepare, print, organize, and maintain patient requisitions, forms, and clinical documentation.
• Assist with document preparation, scanning, filing, data entry, and electronic record management.
• Support the organization and maintenance of patient records in accordance with clinic procedures.
• Assist with tracking outstanding documentation and ensuring required forms are available when needed.
• Health Canada Regulations & Standards paperwork.
• Chart set up, linking charts, setting up preliminary screening for new patients.
• Managing Third-Party Admin tasks.
• Loading requisitions for patient work-up.
• Uploading all Third-Party Paperwork including counseling reports and legal letters.
• Setting up Directed Donor Paperwork including summary documents, letters of risk and consents.
• Ensuring Dynacare blood work is checked each shift and uploaded to charts.
• Setting patients up with Invitae testing and following up results with nursing team when applicable.
• Setting up satellite care for out-of-town patients.
• Working collaboratively with the nurses and other departments to manage Kelowna patient charts.
• Provide general administrative support to nursing, laboratory, and clinic leadership teams.
• Assist with maintaining spreadsheets, logs, and other operational tracking tools.
• Additional duties as required.

Qualifications:

Education, Training and Experience

• Medical Laboratory Assistant certification/registration as required by governing agencies.
• Previous experience in a medical laboratory, fertility clinic, hospital, or healthcare environment is an asset.
• Phlebotomy experience required.

Skills and Abilities:

• Ability to work quickly and accurately in all areas of responsibility.
• Ability to anticipate and prioritize patient and physician needs.
• Ability to communicate effectively both verbally and in writing.
• Proven professional, positive attitude in all aspects of work.
• Ability to remain aware of other team members and to adjust workload to assist when required.
• Ability to work independently and as a member of a multi-disciplinary team.
• Broad knowledge of computerized database programs including EMR software.
• Physical ability to carry out all duties of the position.

Pay: From $30.00 per hour

Application question(s):

• Do you have a minimum of 1 year of phlebotomy experience?
• Are you legally eligible to work in Canada?

Location:

• Victoria, BC (required)

Work Location: In person