medical office assistant jobs in Windsor, ON

Medical Office Assistant (MOA)

Windsor Heart Institute
Location: WHI clinic locations, as required

Windsor Heart Institute is seeking an organized, patient-focused Medical Office Assistant to provide administrative and clinic support to multiple physicians. This role involves managing schedules, preparing patient charts, coordinating referrals and supporting efficient daily clinic operations.

The successful candidate will work closely with physicians, cardiovascular technologists (CVTs), reception and booking staff to ensure information is ready for each appointment and patients receive timely, professional service.

Key Responsibilities

• Manage physician schedules, book appointments and maintain full clinics according to physician scheduling requirements.
• Coordinate schedule changes, block clinic time as directed and reschedule affected patients promptly.
• Support patient check-in and check-out, reception, booking and telephone inquiries.
• Prepare patient charts before appointments, ensuring relevant test results, medication lists and supporting records are available.
• Request medical records, hospital reports and history testing, and follow up on missing information.
• Maintain accurate patient information and complete assigned electronic tasks in Cerebrum.
• Process and track external referrals, coordinate testing and arrange follow-up appointments.
• Obtain updated medication lists, enter information accurately and refer discrepancies to the physician.
• Route medication refill requests to physicians and complete physician-authorized administrative steps under WHI procedures.
• Prepare forms, insurance paperwork and medical reports for physician review and completion.
• Coordinate drug representative appointments and other physician administrative requests.
• Support patient flow by communicating with physicians, CVTs and reception staff about patient readiness, delays and clinic needs.
• Prepare examination rooms, assist with rooming patients and obtain vital signs when required, following training and approval.
• Provide coverage across assigned WHI locations and perform other related medical office duties.
• Protect patient confidentiality and follow WHI policies for documentation and secure communication.

Qualifications

• At least three years of experience working as a Medical Office Assistant in a medical office or clinic.
• A degree or diploma in Medical Office Assistance or Medical Office Administration is preferred.
• Experience supporting multiple physicians is preferred.
• Strong computer skills, including proficiency in Microsoft Word, Microsoft Excel and electronic medical record (EMR) systems required.
• Previous experience using Cerebrum is preferred.
• Experience with appointment scheduling, chart preparation, medical records and referral coordination.
• Knowledge of medical terminology; cardiology experience is an asset.
• Strong organizational and multitasking skills, attention to detail and the ability to manage competing priorities while supporting multiple physicians.
• Professional communication skills and a courteous, patient-focused approach.
• Ability to work independently, collaborate with a multidisciplinary team and follow through on outstanding tasks.
• Ability to work at assigned WHI clinic locations as required.

Training and Orientation

The successful candidate will complete reception and booking orientation, followed by supervised training in the workflows of multiple physicians. Required training and competency sign-offs will be completed before independent work.

Pay: $20.00-$25.00 per hour

Expected hours: 40.0 per week

Benefits:

• On-site parking

Work Location: In person