Medical Office Administrator

PRAXES Medical Group, headquartered in Halifax, Nova Scotia, has been a trusted provider of innovative healthcare solutions for over 28 years. In partnership with Nova Scotia Health, PRAXES  operates the  Mentor Clinic as a not-for-profit , collaborative primary care clinic built on the family health team model.  

This approach places patients at the center of care and relies on strong teamwork within  a   inter -disciplinary team to deliver comprehensive, patient-focused services. We emphasize prevention, holistic health, and proactive care planning provided one-on-one and in groups, to support long-term well-being. Mentor Clinic  continues to  evolve and grow by  taking patients off the Need  A Family Practice Registry .

The Medical Office Administrator provides the connection between the clinic and the patients. It is important that Mentor Clinic provides a warm, welcoming, empathetic and non-judgmental environment for all patients.

For more information, visit our website:

Note: This position is based in Halifax, Nova Scotia and the successful candidate must be physically located in Halifax. Flexibility to work some evenings and weekends as required is essential. 

Responsibilities 

Task Management

• Front Desk & Patient Flow — Greet and check in patients upon arrival, serve as the clinic's information desk, and guide patient flow throughout the day.


• Phone & Messaging — Handle all incoming calls and messages using RingCentral, answering in real time and returning messages within 30 minutes. Coordinate patient reminders and communications through the TELUS Pomelo platform.


• Scheduling — Book patient follow-up appointments as directed by providers, and help patients arrange external medical imaging and lab appointments as needed.


• Correspondence & Documents — Monitor the clinic email account, send and receive documents via fax, email, or mail, and review specialist appointment confirmations and follow up with patients accordingly.


• Surveys & Reporting — Distribute and collect patient surveys, collate data, and prepare monthly reports for Nova Scotia Health.


• Billing & Lab — Support billing and shadow billing processes as required. Manage the daily courier of lab samples.

Patient Files

• Record Management — Create and maintain accurate, confidential patient records in the EMR. Review incoming faxed and mailed reports and file them into the appropriate patient charts.


• Patient Verification & Onboarding — Verify patient demographic information including health card numbers, collect out-of-province information as needed, and support the intake and onboarding of new patients.


• Communications Monitoring — Monitor and respond to messages through the EMR and Microsoft Teams.

Clinic Inventory & Operations

• Inventory & Equipment — Maintain up-to-date inventories of supplies, equipment, and medications, and coordinate servicing or calibration as required.


• Compliance & Safety — Keep accurate clinic records including fridge temperature logs and other required documentation. Perform sterilization of medical instruments in accordance with clinic protocols.

Skills and Qualifications:

Must have:

• Medical Office Admin training course


• Medical Office Admin experience with Telus Med-Access EMR


• Ability to work flexible hours, including evenings and weekends as required. 


• The ability to maintain employee confidentiality during interactions with staff.


• Strong organization skills; very task oriented


• Solid computer skills with working knowledge of Microsoft Office


• Excellent communications skills, on the phone, in person, and by email.

Ideal Candidate Profile:

• Action Oriented – Takes on assigned tasks with enthusiasm and completes them in a timely manner. Proactively identifies tasks that need to be done and does them. Is able to act on tasks with minimal supervision.


• Detailed and Organized – Keeps track of tasks and other activities that need to be done, with timelines for completion. Knows how to get things done both through formal channels and the informal network.


• Team Player – Works closely with other Medical Admins to divide up the work tasks, and makes sure the workload is balanced. Proactively asks other team members if they need help.


• Professional Work Presence – Displays professionalism in all aspects of work, including appearance, interactions, and quality of output.


• Problem Solver – Quickly finds common ground and solves problems for the good of all.


• Patient, Caring, & Empathetic – Provides a welcoming, approachable, non-judgmental environment for all patients. Possesses situational awareness and responds to needs of patients and colleagues as issues arise.
  

Our Values:

• People - At Mentor Clinic, People are our greatest asset. We value passion, drive, and commitment. In return we provide opportunities for personal and professional growth and development. We encourage self-care, balance, and making time for personal health and wellness, for both ourselves and the people we work alongside.


• Agility - At Mentor Clinic, we thrive on Agility; the confidence to adapt to change, as well as the safety to learn from trying, failing, pivoting, and trying again. Innovation requires expertise, risk, and safe supportive workplaces.


• Caring - At Mentor Clinic, we define Caring as empathy, compassion, and kindness, with each other and for the people we serve. Each of our clients is unique, with different needs and priorities – there is no ‘one size fits all.’ Caring requires awareness, acceptance, respect, inclusion, and humble self-confidence.


• Trustworthiness - At Mentor Clinic, Trustworthiness is the genuine and respectful approach we take in everything we do. Its core is personal integrity, which we define as “do the right thing, even when no one is looking.” Trust is the cornerstone of how we deliver consistent, reliable care to those in need.

Commitments:

PRAXES-Mentor Clinic is an equal opportunity employer and employs personnel without regard to race, creed, colour, religion, sex, ethnic origin, ancestry, age, place of origin, physical or mental disability, citizenship, sexual orientation, marital or family status.

It is our policy to select the best qualified person for each position within our organization on the basis of demonstrated ability, experience, training and potential.

This policy applies to all of our employment and personnel practices, including decisions regarding hiring, transfer, promotion, demotion, and dismissal.

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Thank you for your interest!