Job Summary
Family Medicine Clinic – Windsor/Tecumseh, Ontario
Part-Time | In Person | Long-Term Position
We are seeking a dependable, experienced, proactive Lead Part-Time Medical Office Assistant / Clinic Coordinator to become a key member of a busy family medicine practice.
This position is intended for someone who wants to be actively involved in the day-to-day operation of the clinic, not simply perform reception duties. You will work closely with the physician and alongside another part-time medical office assistant.
The ideal candidate is organized, reliable, confident with patients, collaborative, solution-oriented, and capable of gradually taking ownership of the administrative workflow of the office.
Responsibilities
- Greet, register, check in and check out patients
- Answer phones professionally and efficiently
- Book, cancel and reschedule appointments according to clinic protocols
- Maintain accurate patient demographics, pharmacy and health-card information
- Help coordinate patient flow and reduce unnecessary delays
- Handle routine patient concerns professionally and calmly
- Process incoming faxes, documents and voicemail messages
- Scan and attach documents accurately to the correct patient charts
- Assist with referrals, forms and administrative follow-up
- Track unfinished or pending administrative work
- Communicate important issues appropriately to the physician
- Work collaboratively with the second part-time staff member
- Cross-cover essential front-desk duties when necessary
- Help maintain organized and consistent office procedures
- Identify workflow problems and suggest practical solutions
- Help reduce unnecessary interruptions to the physician
What We Expect
We are specifically looking for someone who is:
- Highly reliable and punctual
- Professional and mature
- Warm, confident and respectful with patients
- Organized and detail-oriented
- Able to work independently after appropriate training
- Comfortable taking initiative
- Able to prioritize effectively in a busy environment
- Collaborative rather than working in isolation
- Willing to help coworkers when workload changes
- Able to recognize problems before they become larger problems
- Accountable for completing assigned work
- Comfortable asking appropriate questions while avoiding unnecessary interruptions
- Interested in becoming an integrated and trusted member of the practice
- Looking for a stable, long-term position
- You may be an excellent fit if you naturally think:
“What needs to be done next, and how can I help the office run better?”
You should be comfortable noticing unfinished work, communicating problems early, helping your coworker when necessary, and taking responsibility for your area without requiring constant reminders.
Reliability & Availability
Because this is a small medical practice, consistent attendance is extremely important.
Applicants must be able to maintain a dependable work schedule and communicate scheduling issues as early as possible.
Occasional flexibility to provide additional coverage would be considered an asset.
Application Questions
Please include brief answers to the following with your application:
- Why are you interested in working in a small family medicine clinic?
- Are you looking for a long-term position?
- What does reliability at work mean to you?
- Describe a situation where you noticed a problem and took initiative to resolve it.
- How would you handle a frustrated patient at the front desk while the physician is seeing patients?
- How do you manage several competing tasks at the same time?
- What would you do if your coworker was overwhelmed while your own work was relatively quiet?
- What days and hours are you regularly available?
- How much notice would you normally provide if you were unable to attend a scheduled shift?
- Do you have previous medical-office or EMR experience? Please describe.
Preferred:
- Medical office / family practice experience
- Medical Office Administration training or equivalent experience
- Experience using an electronic medical record
- TELUS CHR experience is an asset
- Strong computer and typing skills
- Excellent spoken and written English
- Strong telephone and interpersonal skills
- Knowledge of patient confidentiality and privacy requirements
Applicants with strong administrative experience, excellent reliability and demonstrated initiative may also be considered even without extensive medical-office experience.
Pay: $20.00-$25.00 per hour
Expected hours: 12.0 – 20.0 per week
Work Location: In person
