Job Description

Medical Office Assistant (MOA)
Clinic: Fraser Street Medical (Vancouver, BC)
Position Type: Full-Time, Permanent
Start Date: As soon as possible

About Fraser Street Medical

Fraser Street Medical is a busy, team-based family practice providing comprehensive primary care to a diverse patient population in Vancouver. Our clinic values collaboration, respect, and continuous improvement.

We work closely with:

Family physicians Nurses and chronic disease coordinators A Healthcare Virtual Assistant (HVA) Other interdisciplinary team members
We are looking for a full-time Medical Office Assistant who:

Enjoys working in a fast-paced environment Is organized, reliable, and detail-oriented Wants to be part of a supportive, interdisciplinary team
Job Summary

The Medical Office Assistant (MOA) is a key member of the Fraser Street Medical team. You will provide exceptional front desk support, manage electronic medical records, and help ensure smooth day-to-day operations.

This includes:

Reception and patient flow Non-clinical phone and email triage Appointment booking and scheduling EMR documentation, document handling, and referrals Billing and administrative support
Your work will help clinicians and nurses focus on direct patient care and contribute to delivering high-quality, patient-centred care.

Key Responsibilities1. Reception & Patient Flow

Greet patients and visitors warmly in person and on the phone; create a professional and welcoming environment. Check patients in and out; confirm demographics and contact information. Direct patients to the appropriate waiting area or exam room. Support smooth patient flow by coordinating with clinicians, nurses, and other MOAs. Assist with managing waiting room concerns, late arrivals, and rescheduling as needed.
2. Phone, Email & Message Management (Non-Clinical Triage)

Answer a multi-line phone system in a timely, professional manner and route calls appropriately. Monitor voicemail, secure email inboxes, and online messages; categorize and forward to the appropriate clinician or team member following clinic protocols. Use standardized scripts/templates where appropriate (e.g., booking instructions, follow-up reminders). Recognize urgent vs non-urgent

administrative

issues and escalate to clinicians or the clinic manager according to established protocols (non-clinical triage only; no medical advice). Provide clear, courteous responses to patient inquiries within your non-clinical scope.
3. Appointment Booking & Scheduling

Book, confirm, and reschedule appointments (in-person, telemedicine, and team-based visits) using the EMR. Follow clinic booking guidelines for: Urgent vs routine visits Chronic disease follow-up Preventive care visits and recalls Manage schedules to optimize provider time and patient flow. Coordinate appointments with physicians, nurses, and other team members, including care conferences and team visits when required. Support patients in using online booking tools when appropriate.
4. EMR Use & Documentation Support

Accurately enter and update patient demographics, contact information, and insurance details in the EMR. Attach, label, and organize incoming documents (labs, consult notes, imaging reports, hospital records) using clinic-standard naming and tasking conventions. Create and assign tasks in the EMR for clinicians and nurses according to clinic workflows. Assist with generating basic EMR letters, requisitions, and forms using templates (e.g., labs, imaging, referrals) as directed by clinicians. Maintain accurate, timely documentation to support patient care and clinic operations.
5. Document Management & Referrals

Receive and process incoming faxes, mail, and electronic documents; scan and upload as needed. Prepare and send referrals to specialists and allied health providers using clinic templates. Track referral status, follow up on overdue responses, and clearly document outcomes in the EMR. Coordinate with the HVA and chronic disease coordinator for referral follow-up and recalls where appropriate.
6. Billing & Administrative Support

Enter billing information accurately into the EMR, including visit types and relevant modifiers, following clinic billing guidelines. Assist with third-party billing tasks (e.g., private forms, ICBC/WCB, lawyer letters) as directed. Support clinicians with identifying and correcting basic billing issues (e.g., missing data, invalid PHN). Assist with collecting payments for private services and ensuring appropriate documentation of payments. Perform general administrative tasks such as photocopying, scanning, faxing, filing, and data entry.
7. Clinic Operations & Daily Readiness

Be ready to start work by

8:00 AM

, helping ensure the clinic is open and operational at the start of the day. Participate in daily morning operations readiness (e.g., phones set up, printers/fax checked, rooms stocked, EMR functioning). Restock exam rooms and supply areas (e.g., gowns, forms, routine medical supplies). Help maintain a clean, safe, and organized workplace in line with clinic policies and occupational health and safety guidelines. Assist with basic equipment checks and promptly report issues to the clinic manager.
8. Team-Based Care & Quality Improvement

Work collaboratively with physicians, nurses, MOAs, the chronic disease coordinator, and the HVA to support proactive, team-based care. Participate in MOA huddles, staff meetings, and training sessions as scheduled. Support quality improvement initiatives (e.g., recalls for preventive care, chronic disease panels, vaccine campaigns) by helping with lists, calls, mail-outs, or EMR tasks. Engage respectfully and constructively in problem-solving to improve clinic workflows.
Qualifications & Experience

Required:

Completion of a recognized Medical Office Assistant (MOA) program or equivalent training/experience. Previous experience working in a medical clinic, preferably family practice or primary care. Proficiency using an electronic medical record (EMR) system (e.g., MedAccess or similar). Strong computer skills (email, scanning, faxing, MS Office and/or Google Workspace). Experience handling multi-line phone systems and front desk operations. Excellent verbal and written communication skills in English. Demonstrated ability to maintain patient confidentiality and follow privacy legislation (e.g., PIPA/PHIPA). Ability to multitask effectively with good typing speed and strong attention to detail.

Preferred / Assets:

Experience in a team-based care environment (e.g., collaborating with nurses, pharmacists, allied health). Experience with telemedicine workflows and online booking systems. Familiarity with MSP billing processes and basic third-party billing. Prior experience as a Medical Office Assistant or Dental Receptionist in a busy medical/dental office. Familiarity with EMR systems such as Epic, Dentrix, or similar (even if used in dental or other healthcare settings). Knowledge of medical or dental terminology and healthcare office procedures. Additional languages common to the community (asset but not required).
Personal Attributes

We are looking for someone who:

Is kind, patient, and respectful with patients and colleagues. Works well in a team and communicates clearly. Is organized, reliable, and able to manage multiple tasks in a busy environment. Can adapt to new technologies, updated workflows, and quality improvement projects. Takes initiative, asks questions when unsure, and is open to feedback and learning. Demonstrates professionalism, discretion, and sound judgment in all interactions.
Schedule & Compensation

Full-time position (approximately 37.5-40 hours per week). Clinic days start by

8:00 AM

; MOAs are expected to be on site and ready to work at that time. Can work

flexible shifts - may include some Saturdays

depending on clinic needs. Competitive hourly wage based on experience, with benefits as per clinic policy. Opportunities for training and development, including learning new skills in team-based care and EMR/technology use.
How to Apply

Please submit your:

Resume Short cover letter describing why you would be a good fit for Fraser Street Medical
You may be contacted for an interview and reference check as part of the selection process.

Job Type: Full-time

Pay: $17.85-$27.78 per hour

Benefits:

Extended health care
Work Location: In person