Medical Practice jobs in Ottawa, ON

JOB SUMMARY

HY Cosmetics & Minor Surgery is seeking an experienced Medical Office Administrator to join our dynamic healthcare team. This is a key operational role requiring extensive Medical Office Administration experience and advanced proficiency with Accuro EMR. The MOA will serve as the administrative cornerstone of our practice, managing clinical documentation quality, patient records, referral processing, billing verification, and multi-provider scheduling while ensuring compliance with all healthcare privacy and safety standards.

PRIMARY RESPONSIBILITIES

· Maintain and oversee all patient records and files in Accuro EMR, ensuring accuracy, completeness, and compliance with healthcare privacy regulations

· Perform quality control reviews of clinical documentation, verifying accuracy, identifying missing or incomplete information, and coordinating corrections with clinical staff

· Troubleshoot Accuro EMR technical issues and implement solutions independently before escalating to upper management

· Serve as a primary administrative contact for patient referrals, new patient inquiries, and external provider communications

· Manage billing and invoicing processes, verify payments are submitted and processed on time, and follow up on outstanding accounts

· Schedule and coordinate appointments across multiple practitioners and providers, ensuring optimal provider schedule management and adherence to clinic policies

· Create and maintain administrative documentation, including patient communications, promotional materials, templates, and procedural documents

· Maintain and oversee clinic operations including reception area, waiting room, exam room maintenance and sterilization according to infection control protocols

· Coordinate clinic events and educational initiatives aligned with practice goals and community outreach

· Ensure a safe, welcoming, and confidential environment for patients and visitors

· Adhere to all Infection Control and Occupational Health & Safety policies and procedures as per applicable legislation

· Assist in Greeting and Arriving patients for their appointments, and coordinating the room assignment.

SPECIFIC JOB DUTIES

· Create, manage, and oversee new and existing patient files in Accuro EMR with attention to accuracy and completeness

· Review and verify all clinical documentation is filled out correctly, identify discrepancies, and coordinate corrections

· Handle incoming communications (phone calls, emails, faxes, online inquiries, mail) and direct appropriately to providers or staff

· Process and manage patient referrals from community providers and coordinate with external healthcare institutions

· Confirm appointments with patients and community providers; manage multi-provider schedules

· Prepare and manage patient invoices, collect payments, and verify billing transactions are processed on time

· Provide transcription services and general administrative support for clinical, surgical, and research activities

· Execute word processing, filing, mail distribution, and document management tasks

· Support event planning and coordination that increases awareness of medical issues and services

· Maintain and organize administrative manuals and operational procedures

· Build and maintain collaborative relationships with patients, staff, healthcare partners, and community institutions

WORKING CONDITIONS

· Fast-paced work environment with frequent interruptions and multiple concurrent demands

· Shared workspace with healthcare professionals, support staff and split buisness

· Schedule requiring flexibility to meet clinic needs

· Extensive computer use throughout the workday (majority of shift)

· Well-lit, well-ventilated, ergonomically furnished clinic environment

· Equipped workstation with desk, chair, computer, scanner, fax, phone, printer, and office supplies

REQUIRED QUALIFICATIONS & EXPERIENCE

· Minimum 3 years of demonstrated experience in a Medical Office Administrator or Medical Office Professional role

· Proficiency with electronic medical records (EMR) and electronic booking systems REQUIRED ; work experience with Accuro is strongly preferred

· Completion of Medical Office Administrator, Medical Secretary, or equivalent formal training (medical terminology, pharmacology, office management, etc.)

· Working knowledge of medical terminology and medical specialty practices

· Excellent verbal and written communication skills in English

· Exceptional interpersonal and customer service skills

· Confidence when discussing billing, pricing and company policies with patients

· Excellent organization, time management, and decision-making skills

· Proven ability to identify issues, troubleshoot problems, negotiate, and resolve conflicts professionally

· High level of attention to detail and accuracy

· Proficiency with standard office software applications (Microsoft Office suite, etc.)

· Demonstrated commitment to continuous quality improvement and professional growth

ASSETS

· Familiarity with A.I. programs and integrated use of prompts

· Basic understanding of medical diagnosis coding (ICD-9, ICD-10, SNOMED CT)

· Certification in medical instrument reprocessing in the province of Ontario

· Procedural Experience is an Asset

BENEFITS

On-site parking

Pay: $26.00-$29.00 per hour

Expected hours: 37.5 per week

Benefits:

• On-site parking

Work Location: In person