Medical Office Assistant

Entity: WELL Health Clinic Network Inc.

Position Title: Medical Office Assistant

Hourly Pay range: $19 - $21

Job Class: Full Time

Work Location: WELL Health Clinic – Greenview, AB

About the Company:

WELL Health Technologies is an innovative technology-enabled healthcare company whose overarching objective is to positively impact health outcomes by leveraging technology to empower and support healthcare practitioners and their patients and is publicly traded on the Toronto Stock Exchange under the symbol "WELL." As the largest clinic network in Canada, operating under the WELL Health Clinic Network brand, we currently have 220+ clinics across the country. Our team includes over 3,400 WELL Care Providers, facilitating more than 4.2 million patient interactions each year. Our clinics offer a diverse range of services, including walk-in appointments, family medicine, internal medicine, Kinesiology, sleep apnea treatment, botox procedures, and women’s health services. The company has built a comprehensive practitioner enablement platform which includes digital Electronic Medical Records (EMR), practice management software, practitioner enablement tools, telehealth platforms, digital health apps that extend the features of EMRs, billing and Revenue Cycle Management (RCM) solutions, patient engagement technologies, clinic optimization tools, data protection solutions and more. The platform empowers healthcare providers with digital healthcare products, tools, and services designed to enhance the delivery of care, and improve their patients’ healthcare experience and health outcomes. For more information about the companies, visit; www.well.company, wellclinics.ca

Position Summary:

What you will be doing:

Daily Responsibilities for Gynecology and Internal Medicine:

• Print dally schedules for the administrative team, nursing staff, and physician.
• Prepare patient charts and documentation for the day's appointments
• Ensure all new consultation packages are complete, including Patient Registration Forms and Patient History/Pharmacy Forms, unless completed electronically through the appointment reminder system.
• Download incoming faxed documents, save them appropriately, and attach them to the patient's electronic medical record (EMR).
• Upload and link all scanned documents, including identification and provincial health cards, to the patient's chart.
• Confirm all appointments scheduled within the next two business days. Appointments that remain unconfirmed after the required timeframe are cancelled, and a cancellation notification is faxed to the referring physician.
• Review, complete, and respond to tasks within the Accuro EMR system.
• Process completed consultation notes by faxing them to referring physicians and documenting completion on the daily tracking sheet.
• Record laboratory requisitions provided to patients and update the laboratory tracking spreadsheet accordingly.
• Answer all incoming calls and address patient concerns appropriately.

Referral Coordination- Gynecology:

• Triage all incoming gynecology referrals and schedule patients according to clinical priority.
• Send referral receipt confirmations to referring physicians.
• Notify referring physicians once patient appointments have been scheduled.
• Process referral decline notifications when referrals cannot be accepted.
• After two unsuccessful attempts to contact a patient for scheduling, notify the referring physician accordingly.

Referral Coordination- Internal Medicine:

• Send all incoming Internal Medicine referrals to Doctor by attaching them to the EMR and maintaining an organized waitlist until confirmation of booking from Physician.
• Send referral receipt confirmations to referring physicians.
• Notify referring physicians once patient appointments have been scheduled.
• After two unsuccessful attempts to contact a patient for scheduling, notify the referring physician accordingly.

You have:

• Proficiency with medical office software, EMR systems, and office equipment.
• Strong verbal and written skills in English to interact with patients and staff.
• Organizational skills, ability to multitask, compassion, and professional demeanor.
• Understanding of medical terminology and health records management.
• 2+ years of MOA experience required
• Results oriented – Operates with urgency to constantly improve and grow the business.
• Morally strong – Will operate and provide the highest level of integrity in all actions
• Team player – Recognizes that success is measured overall, not on individual accomplishments. Understands that working with others strengthens an organization.
• Caring cultural champion – Enthusiastically engages in representing the values of WELL and role models being a genuine and caring individual for their team.
• Practical – A solid and conceptual thinker who will provide sound advice. Identifies challenges and works collaboratively to achieve solutions.
• Credible/Dependable – Consistent in all levels of work and in policies
• Adaptive and influential – Able to handle any change within the organization.
• Interpersonal skills – Superior communication skills, team-orientation. Comes in with a positive mindset and a good sense of humor.

The salary for this position falls within a defined range and will be determined based on several factors, including the candidate’s experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate.

WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions.

WELL has been independently certified as a Great Place to Work® by the Great Place to Work Institute® Canada. This recognition reflects our commitment to building a workplace culture rooted in trust, inclusivity, and employee well-being. It also aligns with our Healthy Place to Work pillar and the priorities outlined in our annual Sustainability Impact Report.

Want Read more about us: https://stories.well.company/

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