Medical Office Assistant
Join Our Caring Team
Our Pediatric Allergy & Asthma Clinic is dedicated to providing compassionate, family-centred care to infants, children, adolescents, and their families. We support patients with allergies, asthma, and related conditions through expert medical care, education, and personalized treatment plans.
We are seeking a part-time Medical Office Assistant who is organized, compassionate, detail-oriented, and passionate about creating a positive experience for children and families. As an important member of our healthcare team, you will be one of the welcoming faces of our clinic and will play a key role in supporting efficient clinic operations and exceptional patient care.
This position is 4 hours per day (10:00 a.m.–2:00 p.m.), Monday through Thursday. An additional physician will join the medical team in mid-2027, and you will have the opportunity to gradually increase your hours to a full-time position.
The ideal candidate enjoys working in a collaborative environment, is comfortable managing multiple priorities, and understands the importance of providing respectful, professional, and compassionate service to patients and their caregivers.
Key Responsibilities
Electronic Medical Record (EMR) Management
- Manage and maintain accurate patient information within our EMR systems, including Telus Health’s Med Access and Pomelo platforms.
- Support efficient EMR and clinic workflows while ensuring optimal use of available technology and services.
- Complete patient data entry and create new patient charts.
Patient Management and Coordination
- Manage incoming referrals, including:
- Acknowledging receipt of referrals.
- Managing waitlists.
- Scheduling patients and booking appointments.
- Notifying patients through telephone, email, secure communication, and mail.
- Complete appointment confirmations and follow-up communications.
- Coordinate patient care by communicating with patients, caregivers, pharmacies, and other healthcare providers.
- Provide timely and professional communication via telephone, fax, email, and the Pomelo platform.
Patient Flow and Clinical Support
- Support smooth patient flow within the clinic, including:
- Patient check-in and registration.
- Obtaining height and weight measurements and recording blood pressure readings.
- Coordinating patient movement between the waiting room and physician examination rooms.
- Assist physicians and clinical staff during procedures and specialized appointments, including:
- Oral food challenges.
- Oral immunotherapy.
- Allergy injections.
- Monitor patients in the waiting area, notify physicians of suspected reactions or concerns, assist with room preparation and clean-up, and provide support appropriate to the role.
Patient Treatment Coordination
- Assist with coordinating investigations, treatment services, and medications.
- Communicate with pharmacies regarding new prescriptions, prescription renewals, and medication compliance.
- Support the management of Special Drug Treatment Programs, including facilitating access and liaising with programs for biologic medications.
- Assist patients and caregivers by providing clear information and coordinating care needs.
Administrative and Clinic Support
- Complete simple bookkeeping duties.
- Manage medical and office supply inventory, including ordering and organization.
- Assist with general office administration and other clinic-related duties as required.
Qualifications and Experience
- Medical Office Assistant certificate preferred, or an equivalent combination of education and experience.
- Minimum 2 years of experience working in a medical office or healthcare setting.
- Experience working with pediatric patients or in a specialty clinic is considered an asset.
- Experience with EMR systems, particularly Med-Access and Pomelo, is considered an asset.
- Strong computer skills and the ability to learn and adapt to new technology.
- Excellent organizational skills with strong attention to detail and accuracy.
- Exceptional communication and interpersonal skills.
- Ability to maintain confidentiality and demonstrate professionalism at all times.
- Ability to prioritize tasks and remain calm in a busy clinical environment.
The Ideal Candidate
You are someone who:
- Enjoys working with children and families and understands the importance of compassionate care.
- Creates a welcoming and positive experience for patients and caregivers.
- Is dependable, organized, and proactive.
- Takes pride in accuracy and attention to detail.
- Works well independently while also contributing positively to a collaborative team.
- Demonstrates empathy, patience, and professionalism in every interaction.
What We Offer
- A supportive and respectful healthcare team environment.
- A competitive compensation and benefits package (for full-time employees).
- Meaningful work that directly impacts the lives of children and families.
- Opportunities to develop skills within a specialized pediatric healthcare setting.
- A workplace culture focused on compassion, collaboration, and excellence in patient care.
If you are looking for an opportunity to make a difference while being part of a caring and dedicated team, we would love to hear from you. Please submit your resume and cover letter, including your salary expectations, to [email protected].
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
