Medical Office Specialist jobs

About The Village Clinic

The Village Clinic is a busy family practice focused on providing accessible, efficient, and patient-centred care.

We are seeking a dependable Medical Administrative Assistant who can play an important role in supporting patients, physicians, and clinic operations.

Position Overview

This role is ideal for an experienced healthcare administrator who enjoys a combination of patient interaction, administrative responsibility, problem solving, and physician support.

The successful candidate will help clinic days run smoothly, support patients professionally, and contribute to efficient clinic operations.

We are looking for someone who takes ownership of their work, communicates effectively, learns quickly, and can be relied upon to manage responsibilities with increasing independence over time.

Schedule

Monday, Wednesday, and Friday clinic coverage is required.

Dedicated administrative time is also scheduled each week to support referrals, forms, follow-up tasks, and other administrative responsibilities. This position is expected to average approximately 32 hours per week and may often be structured as a consistent four-day work week, depending on clinic needs and mutual suitability.

Responsibilities, Patient Service & Reception

• Welcome patients in a professional, friendly, and respectful manner.
• Register and arrive patients in the EMR.
• Verify and update patient demographic information.
• Assist patients with appointment-related inquiries.
• Support patients who require assistance navigating clinic processes.
• Maintain a positive patient experience throughout the clinic visit.

Clinic Support

• Help maintain efficient clinic flow during busy patient sessions.
• Assist physicians and the clinical team with administrative requests.
• Coordinate follow-up actions arising from patient visits.
• Help ensure required information and documentation are available when needed.
• Identify and address operational issues proactively.

Administrative Responsibilities

• Schedule and coordinate appointments.
• Process referrals and associated follow-up tasks.
• Handle forms, documentation requests, and administrative inquiries.
• Scan and upload information accurately into the EMR.
• Process incoming communications according to clinic procedures.
• Maintain accurate records and documentation.
• Complete assigned administrative projects and follow-up activities.

Communication & Professionalism

• Communicate effectively with patients, caregivers, pharmacies, specialists, hospitals, and other healthcare providers.
• Handle challenging situations professionally and respectfully.
• Protect patient privacy and maintain strict confidentiality at all times.
• Escalate urgent or clinically sensitive matters appropriately.

Qualifications Required

• Relevant experience working in a medical office, family practice, specialist clinic, or comparable healthcare setting.
• Strong organizational and time-management skills.
• Excellent communication and customer service abilities.
• High level of accuracy and attention to detail.
• Ability to prioritize multiple competing responsibilities.
• Professionalism, reliability, and punctuality.
• Comfort working in a fast-paced environment.

Strong Assets

• Family practice experience.
• Accuro EMR experience.
• Experience managing referrals, forms, and administrative follow-up.
• Experience handling high call volumes and patient inquiries.
• Experience supporting physicians or healthcare professionals.
• Demonstrated ability to work independently and solve problems appropriately.

Education

Medical Office Administration training is considered an asset. Equivalent healthcare or administrative experience will also be considered.

What We Are Looking For

The ideal candidate:

• Takes ownership and follows tasks through to completion.
• Exercises good judgement and knows when to seek assistance.
• Learns new systems and processes efficiently.
• Maintains professionalism during busy or difficult situations.
• Balances multiple priorities effectively.
• Works well independently and as part of a team.
• Is interested in growing within the role over time.

Why Join Us?

• Competitive hourly compensation with opportunities for growth.
• Predictable schedule.
• Potential for a consistent four-day work week.
• Supportive physician-led environment.
• Meaningful work that contributes directly to patient care and clinic success.
• Opportunity to develop skills and take on increasing responsibility over time.

Pay: $25.00-$30.00 per hour

Benefits:

• Paid time off

Application question(s):

• EMR Experience

Which electronic medical record (EMR) systems have you used?

• Accuro Experience

Do you have experience using Accuro EMR?

• Are you comfortable working in a fast-paced healthcare environment where priorities may change throughout the day?

Experience:

• medical office, family practice, or other healthcare setting: 1 year (preferred)

Work Location: In person