Job Description

Position Overview

We are seeking an experienced and highly organized Medical Office Assistant to join our fast-paced otolaryngology practice specializing in head & neck surgery, cosmetic and reconstructive procedures, with an integrated med spa. The ideal candidate thrives in a demanding medical environment and can handle complex surgical scheduling, patient coordination, and aesthetic service inquiries.

Key Responsibilities

Administrative Duties:

Schedule and coordinate multiple appointment types: In-clinic consultations and follow-up visits Phone appointments Ambulatory Care Unit (ACU) appointments Minor procedures at Hospital appointments Main Operating Room surgical cases across multiple hospital systems Prepare daily patient lists Answer phone system and manage high call volume Retrieve and respond to voicemails promptly Monitor and respond to practice emails throughout the day Ensure patient medication lists are current and on file Send intake forms to patients prior to appointments Process payments using POS system Navigate and maintain Juvonno EMR system efficiently Maintain detailed surgical and medical records across all care settings Coordinate with hospitals, outpatient center, ACU, Cancer Centre and OR staff, and referring physicians Manage urgent patient calls and triage appropriately

Clinical Support:

Clean and prepare treatment rooms between patients Organize, review and interpret referrals incoming faxes including referrals, pathology results, and imaging reports Sort and file medical documents appropriately in patient charts Ensure proper documentation flow and chart organization Coordinate follow-up care based on pathology and lab findings

Patient Care & Coordination:

Educate patients about complex surgical procedures Coordinate care between multiple specialists Handle emergency calls and urgent consultations Provide compassionate support for oncology patients Manage cosmetic consultation scheduling and follow-ups Answer patient inquiries about med spa services, pricing, and procedures Provide information on aesthetic treatments (Botox, fillers, laser treatments) Cross-sell appropriate med spa services to surgical patients Schedule med spa appointments and consultations Participate in social media content creation and promotional videos Represent the practice professionally in marketing materials and online content

Qualifications

Preferred:

Medical Assistant certification or equivalent experience Minimum 3-5 years experience in A Medical setting Experience with complex multi-location scheduling Strong knowledge of medical terminology Ability to read and understand referrals, pathology reports, and lab results Experience with proper medical chart organization and documentation Proficiency in EMR systems (Juvonno experience preferred) Ability to work under pressure and handle urgent scheduling conflicts Excellent communication skills with patients, families, and medical staff Willingness and enthusiasm to appear in social media videos and marketing content Professional appearance and comfortable speaking on camera

What We Offer

Professional growth opportunities Employee discounts on med spa services and aesthetic products Regular team outings and practice events Fun, collaborative work environment with team-building activities

Work Environment

This is a high-volume, fast-paced surgical practice with an integrated med spa, treating everything from routine ENT conditions to complex head & neck cancers, reconstructive cases, and aesthetic procedures. The ideal candidate must be comfortable with:

Emotional situations involving cancer diagnoses Urgent medical situations requiring quick decision-making Managing multiple competing priorities simultaneously Transitioning between medical and aesthetic patient consultations
Job Type: Full-time

Pay: $20.00-$22.00 per hour

Expected hours: 35 - 37.5 per week

Benefits:

Company events On-site parking
Education:

Secondary School (preferred)
Experience:

Medical Reception: 2 years (preferred)
Work Location: In person