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Medical Office Assistant

Company Confidential
Vancouver, BC
Full Time
A month ago
18 to 30 per hour (plus commission)

Position Summary:  MOA/PA required for an ENT (Ear, Nose and Throat) specialist with a busy, sub-specialty, tertiary-referral practice with academic obligations at the Vancouver General Hospital. The successful candidate is expected to serve as the primary point of contact with the all patients, referring offices and medical professionals. He/she will work in close collaboration with the surgeon to promote the growth and ongoing success of the practice. This is an opportunity to build a strong Medical Office Assistant skill set. The position is expected to be challenging and very rewarding.


Location: Diamond Health Care Centre, Vancouver General Hospital


Type: Permanent, Full Time, Monday to Friday


Availability: As soon as practical


General attributes desired:

Ö      Positive attitude

Ö      Ability to balance all the important tasks of running a surgical office

Ö      A client-focused approach, with good communication and interpersonal skills

Ö      Has initiative and desire to complete their work at a high level, with minimal supervision

Ö      Thorough and professional in all aspects of work

Ö      Be an outstanding problem solver (independently seek out solutions) and/or have the confidence to ask questions

Ö      Very good organizational skills

Ö      The ability to deal with members of the public and other healthcare professionals in a tactful manner

Ö      Honesty

Ö      The ability to keep important and sensitive information confidential at all times

Ö      The ability to work under pressure and under the threat of looming deadlines

Ö      Strong computer skills


MOA Duties:

Ö      Ensure physicians productivity by maintaining clinical calendar & scheduling all patient appointments

Ö      Maintaining up to date electronic patient records – experience and skill with Plexia is an asset

Ö      Document scanning and filing into Plexia

Ö      Filing and responding to incoming electronic faxes, which includes test results, referral letters, pharmacy communications, etc

Ö      Patient education & logistic support to patients for clinic visits

Ö      Timely return of phone calls with appropriate and diligent documentation

Ö      Flexibility to change schedules when required

Ö      Maintaining good working relationships with referring office medical office assistants

Ö      Coordinating patient referrals to other specialists

Ö      Ability to thoroughly assess and submit OR bookings for multiple surgical locations. Maintaining a positive professional relationship with all OR booking staff

Ö      Thorough, accurate and up to date billing. Must frequently audit and follow up on outstanding billings

Ö      Strong computer skills – must be well versed in the EMR systems (preferably Plexia) as well as Microsoft Word, Excel, Google Calendar and Dropbox

Ö      Logging all academic activities (teaching, continuing medical education) and ensure accurate and up to date CME reporting


Personal Assistant Tasks:

Ö      Dealing with electronic correspondence with in a timely fashion (email administrative support)

Ö      Ordering office supplies

Ö      Maintaining currency of professional documents (i.e. updating surgeon’s CV)

Ö      Meeting support - Responsible for booking resources for academic meetings such as rooms, audio-visual equipment and refreshments

Ö      Creation of meeting minutes for practice improvement administrative meetings with surgeon

Ö      Able to make and manage spreadsheets to enhance clinical efficiency or academic projects

Ö      Managing surgeon’s academic schedule (academic/administrative meetings)



Salary:          Commensurate with experience, education and tasks undertaken


Requirements:        MOA certification or equivalent

Previous experience working in a surgical office (particularly within an academic environment) is preferred

Completing a criminal record check



Summary of Position:


Academic ENT practice, where the patients are the focus.

Full Time: 40hrs/week, Monday to Friday.

Language: English (required), any other languages are an asset.

Salary: Based on experience.

Additional Pay: Annual bonus based on performance review and billing follow-up

Benefits: Yes

Start Date: As soon as practical

Training: Extensive training available with senior office manager


Please submit a resume and cover letter highlighting how you meet the above criteria. Please note that only those candidates selected will be contacted.

Administrative Health Care