Medical Office Secretary jobs in Oakville, ON

Job Overview

We are seeking a reliable and detail-oriented Medical Office Assistant to support the daily operations of our pediatric clinic.

Job Posting: Medical Office Assistant

We are seeking a reliable and detail-oriented Medical Office Assistant to join our team. The successful candidate will play a key role in supporting physicians and ensuring smooth daily clinic operations.

Key Responsibilities

Patient Care & Front Desk Duties

• Welcome patients and visitors courteously while maintaining a professional, friendly, and organized clinic environment.
• Answer, screen, and appropriately route incoming phone calls while providing exceptional customer service.
• Coordinate patient scheduling, including booking, confirming, rescheduling, and managing physician appointment calendars to ensure efficient patient flow.
• Participate in patient reminder initiatives by making phone calls and sending text or email confirmations for upcoming appointments.
• Respond promptly and professionally to patient inquiries received by phone and email.
• Process, distribute, and maintain incoming and outgoing faxes, emails, referrals, and other medical correspondence with accuracy and confidentiality.
• Liaise with physicians, specialists, healthcare providers, laboratories, pharmacies, insurance companies, and external clinics to support coordinated patient care.
• Request and verify patients' health cards, demographic information, and insurance details to ensure accurate, complete, and up-to-date medical records.
• Accurately upload, organize, and maintain patient documentation within the electronic medical record (EMR) system, ensuring complete and up-to-date patient charts.
• Ensure all documentation is completed accurately and in compliance with clinic policies, procedures, privacy legislation, and confidentiality standards.
• Provide administrative support to physicians and clinical staff, maintaining a high level of organization, accuracy, and attention to detail.
• Strictly follow office policies, procedures, and established workflows to ensure efficient clinic operations and quality patient care.

Clinical Support

• Support physicians during patient visits, including:
• Obtaining and recording vital signs
• Assisting with patient measurements
• Escort patients to examination rooms and assist with patient flow
• Perform room turnover, ensuring rooms are cleaned, organized, and fully stocked
• Maintain and restock examination rooms with necessary supplies

Inventory & Supplies

• Maintain accurate vaccine inventory and records
• Request and track vaccines, office supplies, and medical supplies (including laboratory and diagnostic supplies)
• Monitor and record refrigerator temperatures daily
• Perform routine equipment checks, including changing refrigerator batteries as needed

Operations & Compliance

• Open and close the clinic according to established procedures
• Follow all office policies and procedures accurately and consistently

Qualifications

• Previous experience in a medical office is a must
• Strong organizational and multitasking skills
• Excellent communication and teamwork abilities
• Strong understanding of the importance of handling patient information accurately and confidentially
• Experience with TELUS PS is an asset
• Team-oriented with a professional and dependable work ethic
• Ability to work in a fast-paced environment while maintaining attention to detail

This role is ideal for someone who is proactive, organized, and committed to providing high-quality patient care in a collaborative environment.

Job Type: Full-time

Pay: $20.00-$28.00 per hour

Benefits:

• On-site parking

Experience:

• medical office administration: 2 years (required)

Work Location: In person