Medical Office Assistant

Job Description

Posted Monday, January 12, 2026 at 5:00 AM

Job Title: Medical Office Assistant

Department: Integrated Healthcare

Status and hours: Temporary Full-Time (70 hours bi-weekly, until March 31, 2027)

Salary: $23.364/hr to $27.489/hr

Reports to: Primary Care Coordinator

Benefits include:

• 3 weeks of paid time off
• Flexible Health and Wellness Spendings Account
• Employee Assistance Program

This position is an existing vacancy

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service centre. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who face barriers to care due to race, gender, income and/or ability. PQCHC is an equal opportunity employer and values diversity in its workforce.

If at any stage in the selection process, you require accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary: Provides medical reception, administrative support and records management services for the PQCHC clinics and teams. Manage patient information, communicate effectively with clients and staff, and organize and update the clinic’s client database in a fast-paced healthcare environment.

Job Specific Responsibilities:

• Direct Client Service
  • Greets clients in a welcoming, patient, non-judgmental fashion, and screens appropriately for infection prevention and control
  • Registers and checks client into EMR schedule
  • Schedules in person, phone or virtual appointments with clients and cultural interpreters via EMR, and ensures clients are aware of their appointments when needed
  • Notifies clients of cancellations or changes to appointments; completes rebooking as needed
  • Answers clinic phone line calls: provides information, records messages into EMR and/or redirects as appropriate including redirecting triage calls to Registered Nurses

Administrative & Records Management

• Administrative & Records Management
  • Creates, verifies and updates client information in the Electronic Medical Record (EMR)
  • Processes incoming mail and faxes, uploading and directing documents via EMR as needed
  • Processes requests for transfer of medical records, prepares and sends health care information as requested and records passwords in EMR as needed
  • Processes 3rd party billing as per OMA guidelines
  • Checks and processes EMR MOA message inbox regularly
  • Responds to urgent request from Providers and assists them with tasks such as faxing and scanning prescriptions and documents, and calling clients for pick up
  • Scans and uploads documents into EMR as required
  • Utilizes secure messaging communication system with clients
  • Processes referrals through the EMR (includes internal, external and e-referrals)
  • Requests consult notes, test results and other client’s information from hospitals and specialists’ offices
  • Updates the EMR address book
  • Performs all other Medical Office Assistant procedures listed in Policies and Procedures Manual.
  • Ensures exam rooms are cleaned, tidy and well stocked with extra attention to cleanliness as per clinic guidelines.
  • Reprocesses equipment (collects, washes, packages and sterilizes instruments) in accordance with the Centre’s policies and procedures and incorporates infection control best practices.
  • Performs all other Medical Office Assistant procedures listed in Policies and Procedures Manual.

Teamwork and Collaboration

• Attends clinic, medical office assistant, general staff and other meetings as requested.
• Provides health promotion activities as appropriate to the position.
• Supports with new Medical Office Assistant training and onboarding.

Other

• Ensures client confidentiality is always maintained during interactions with clients and staff
• Carries out opening and closing procedures of MOA clinic area
• Ensures cleanliness and organization of MOA clinic area
• Works flexible hours including evenings across both clinic locations (1365 Richmond Rd and 4100 Strand herd Drive)
• Follows Infection Prevention and Control practices related to routine practices and additional precautions
• Performs other related duties as assigned

Qualifications

• Secondary school diploma and medical secretarial training.
• Experience using Electronic Health Record systems
• Proficiency in typing and word processing, experience with data entry also desirable.
• Two to three years medical reception and/or basic records management experience in a clinical setting.
• Experience dealing with the public in a mature manner.
• Experience working with diverse populations.
• Ability to work flexible hours including evenings.