Job Description

About OptimaCare Medical Clinic

OptimaCare Medical Clinic is a modern, patient-focused family practice located in the heart of Midnapore, a vibrant community in southeast Calgary. We are committed to providing high-quality, comprehensive care to individuals and families across all ages. Our clinic blends traditional family medicine with innovative approaches, including virtual care options, chronic disease management, and preventive health services.

Position Overview

The Senior Medical Office Assistant will play a key leadership and operational support role within the clinic. This person will not only perform advanced administrative and clinical support tasks, but also help oversee the smooth running of daily operations, provide mentorship/training to other MOAs, and assist in quality and process improvement.

Key Responsibilities

Act as a primary point of contact for patients, referring physicians, suppliers, and other stakeholders; ensure excellent customer service and professional communication. Perform complex scheduling tasks, including specialist/consultant referrals, follow?ups, wait?list management, and managing the clinic's appointment calendar to maximize clinician availability. Prepare examination/treatment rooms between patients, take vital signs, assist physicians with routine clinical tasks, and ensure equipment and supplies are ready and in good order. Manage electronic medical records (EMR): updating patient charts, ensuring accurate documentation, handling referrals, lab requisitions, diagnostic imaging orders, etc. Handle billing, accounts receivables, third party billing, invoice submissions, reconciliation, reports, and related finance?administrative duties. Oversee inventory of office and medical supplies; order and restock supplies, manage vendor relationships. Assist with staff training, onboarding new MOAs, providing oversight or coaching, ensuring consistency in clinic protocols, dealing with escalated issues. Participate in quality improvement efforts: suggest, implement, or refine clinic policies; ensure compliance with regulatory, privacy, and safety standards. Communicate with other health?care facilities / labs / diagnostic centres: follow?ups, report returns, making sure information flows correctly. Manage or assist with office administrative tasks such as payroll, scheduling staff shifts, ensuring coverage, and coordinating meetings.

Qualifications & Skills

Minimum

2?5 years

work experience as a Medical Office Assistant in a busy clinic or medical setting; experience in a senior or lead role preferred. Post?secondary education / diploma / certificate in Medical Office Administration or related field is preferred. Strong knowledge and fluency with EMR systems (AVA preferably), electronic scheduling, billing systems. Excellent organizational, multitasking, and time?management skills; able to work under pressure, handle changing priorities. Strong communication skills: both verbal and written, with patients, staff, and external organizations. Attention to detail, accuracy in recordkeeping, billing, documentation. Ability to work both independently and as part of a team; leadership qualities. Familiarity with medical terminology, privacy/confidentiality rules, safety/infection control standards. Proficiency with standard office software (e.g. Microsoft Office) and office equipment (printers, scanners etc.).

Working Conditions

Full?time hours (often ~ 35?40 hrs/week); may include some evenings or weekends depending on clinic hours. Clinic setting: mixture of front?desk, administrative tasks, patient interaction, standing/moving between rooms. Fast?paced environment; requires flexibility and sometimes handling high patient volume. May be required to handle confidential and sensitive patient information.

Benefits

Paid training/professional development opportunities. Eligible for a more permanent full time contract with benefits after 3 - 6 months.
Job Type: Full-time

Pay: $20.00-$25.00 per hour

Expected hours: 35 - 40 per week

Work Location: In person