Be the Welcoming Face of Our Practice: Medical Office Assistant (MOA)
Are you a highly organized, compassionate professional who excels at making a stellar first impression?
We are seeking a dedicated Medical Office Assistant (MOA) to be the vital first point of contact for all our patients and visitors. In this dynamic role, you will manage the administrative front desk, ensuring a seamless, professional, and welcoming experience from the initial phone call to the final check-out.
Reporting to the Director of Business Operations, you are the organizational anchor of our front office. Beyond providing exceptional customer service and meticulous records management, you will also play a crucial, fast-acting role in our facility’s emergency response plan.
What You Will Do
As the operational hub of our clinic's waiting room and administrative front desk, your responsibilities will include:
Patient Reception & Scheduling
- First Impressions: Greet all patients and visitors with a warm, professional demeanor, managing the check-in process and promptly notifying the clinical team.
- Schedule Management: Expertly schedule all appointments—including consultations, pre-operative workups, surgeries, and post-operative follow-ups—ensuring efficient patient flow and minimized wait times.
- Communications: Manage all incoming phone calls and emails, answer patient inquiries, conduct reminder calls, and provide pre-appointment instructions.
- Check-Out: Manage the check-out process seamlessly, including booking follow-up care.
Medical Records, Administration & Finance
- EMR Management: Create and maintain patient charts, ensuring all demographic and insurance details are accurate and up-to-date.
- HIA Compliance: Ensure all required intake, consent, and privacy forms are signed prior to clinical appointments. Respond to information requests in strict accordance with the Health Information Act (HIA).
- Document Control: Manage all incoming/outgoing faxes and mail, ensuring documents are accurately scanned and filed.
- Financial Duties: Assist the Bookkeeper by processing patient payments (deposits, co-pays, full fees), issuing receipts, and performing daily reconciliations of the POS terminal and cash drawer.
- Facility Upkeep: Maintain a clean, organized, and fully stocked reception and waiting area, and manage administrative office supplies.
Safety & Emergency Response
- Communications Coordinator: Act as the primary communications lead during facility emergencies (e.g., Code Red, Code Blue).
- Emergency Execution: Make clear, timely overhead announcements, contact 911 as directed by the clinical team, and immediately photocopy the entire patient chart for EMS during a Code Blue.
- Preparedness: Actively participate in all facility mock emergency drills and safety training while controlling facility access to authorized visitors only.
What You Bring to the Team
To thrive in this fast-paced, highly interactive role, you must meet the following core qualifications:
Education & Experience:
- Certificate or Diploma as a Medical Office Assistant (or a similar health administration program).
- A minimum of 2 years of experience as an MOA or receptionist in a fast-paced medical clinic or surgical facility.
- Bonus: Experience in an ophthalmology or optometry practice is considered a significant asset.
Skills & Certifications:
- High proficiency with Electronic Medical Records (EMR) systems and patient scheduling software.
- Exceptional customer service, communication, and interpersonal skills with the ability to remain calm and empathetic under pressure.
- Strong understanding of the Health Information Act (HIA) and patient privacy principles, handling all information with absolute discretion.
- Current certification in Basic Life Support (BLS).
Why Join Us?
If you love being the organizational heartbeat of a busy clinic and take pride in making patients feel cared for the moment they walk through the door, we want you on our team. You will join a highly professional environment where your administrative precision and calm demeanor truly matter.
To Apply: Please submit your resume and a cover letter detailing your MOA experience, EMR proficiency, and why you are the perfect fit for our front desk.
Pay: $20.00-$25.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
Work Location: In person
