Medical Secretary jobs in Vaughan, ON

Medical office administrator (MOA)

Position Title: Medical Office Administrator
Hours: Monday to Friday- daytime hours, with one evening shift required per week.

Location: Newmarket [with potential to travel to any sites]

Job Type: Permanent full time with Healthcare of Ontario Pension Plan (HOOPP)

About Us
Join Southlake Academic Family Health Team (SAFHT) at one of our Interprofessional Primary Care Team (IPCT) expansion sites, delivering comprehensive primary care and enhanced team-based support for patients with complex health needs

Our mission is to address medical and social determinants of health, with a strong emphasis on equitable access for diverse and equity-deserving populations, including vulnerable groups. We deliver care through in-person, virtual, and mobile services.

Our clinic serves as the primary workplace, with occasional travel required within the Northern York Region South Simcoe Ontario Health Team (NYSS-OHT) region and training opportunities at our Southlake Academic Family Health Team (SAFHT) main site.

About the Role

The MOA plays an important role in helping patients move efficiently through primary care and IPCT services. Working closely with Physicians, Nurse Practitioners, Nurses, Social Workers, Pharmacists, Navigators, and community partners, the MOA supports referral management, patient scheduling, EMR documentation, clinic flow, and communication with patients and providers.

Key Responsibilities:

• Receive, review, enter, route, and track internal and external referrals.
• Confirm referral completeness and follow up on missing information.
• Maintain referral worklists, waitlists, status updates, and required follow-up.
• Escalate delayed, incomplete, urgent, or unresolved items according to established procedures.
• Schedule primary care, complex care, nursing, pharmacy, social work, and multidisciplinary appointments.
• Coordinate virtual visits, conferences, follow-up appointments, interpreters, and accessibility support.
• Register patients and maintain accurate demographic and provider information.
• Scan, label, file, and distribute reports, referrals, results, consultation notes, and correspondence in the EMR.
• Monitor shared inboxes, electronic faxes, referral queues, and assigned worklists.
• Support preventive care recalls, patient registries, outreach lists, and program reporting.
• Respond to patient, caregiver, provider, and community-partner inquiries within the MOA’s administrative scope.
• Direct clinical questions and reports of new or worsening symptoms to the appropriate regulated health professional.
• Support daily clinic flow, patient check-in and check-out, appointment preparation, and follow-up booking.
• Prepare patient lists and administrative materials for case conferences, referral reviews, and team meetings.
• Support quality improvement activities and consistent administrative workflows across the IPCT.

Qualifications:

• Diploma or certificate in Medical Office Administration, Health Services Administration, or related field, or equivalent education and experience.
• Previous administrative experience in primary care, community health, hospital, or another healthcare setting.
• Experience with referral management, patient scheduling, and electronic medical records.
• Knowledge of medical terminology, privacy requirements, and primary care workflows.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage competing priorities and multiple referral or administrative worklists.
• Ability to provide respectful, patient-centered service to individuals with diverse and complex needs.
• Proficiency with Microsoft Office, electronic fax systems, virtual-care platforms, and healthcare technology.

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Life insurance
• Municipal pension plan
• Vision care

Work Location: In person