Physician Personal Assistant

Job Responsibility:

Ryan W. Schaub Professional Corporation

Physician Personal Assistant - Position Profile

POSITION SUMMARY:

The Physician Personal Assistant (PPA) works directly with the physician, supporting both clinical and personal professional responsibilities to improve efficiency, patient care continuity, and physician well-being. This role is critical in addressing communication gaps, supporting time-sensitive administrative and clinical functions, and ensuring the physician's work-life balance and practice management goals are achieved. The position involves close collaboration within both AMC and AHS environments, functioning with a high degree of professionalism, discretion, and independence.

MAJOR DUTIES & RESPONSIBILITIES:

Workload & Clinical Flow Support:

- Function as a scribe during patient encounters (clinic and/or hospital).

- Ensure documentation is completed promptly after each encounter.

- Clear daily Task Box responsibilities (<10 residual per day).

- Coordinate patient follow-ups and time-sensitive investigations (labs, imaging, specialist appointments).

- Relay test results to patients via phone or secure communication as directed.

- Complete and manage Non-Insured Patient Documents (e.g. AISH, DTC, Insurance forms).

- Assist with procedural intervention set-up (consents, prep, tray setup, etc.).

- Maintain proficiency with both clinic (Ava) and hospital (ConnectCare) EMRs.

Administrative Liaison & Communication:

- Act as the first point of contact for administrative staff on behalf of the physician.

- Triage and respond to patient concerns to prevent repeat calls or unnecessary ER visits.

- Support communication across clinic, hospital, community agencies, and businesses.

- Book and confirm referrals/tests when needed and ensure follow-up receipt and completion.

Well-being & Personal Support:

- Help improve the physician's physical and mental well-being by managing workload and facilitating work-life balance.

- Ensure timely meal and break coordination; assist in snack/meal preparation or pick-up.

- Perform community-based errands (e.g. item pick-up/drop-off) as required.

- Support the physician in community projects and advocacy initiatives.

Clinic & Schedule Management:

- Work alternating shifts depending on clinic vs ER weeks:

- Clinic Week: 09:00 - 17:00

- ER Week: 14:00 - 22:00

- Flexibility to work more than 40 hours/week as needed based on physician schedule.

GOALS:

- Improve physician (and family) quality of life and reduce burnout.

- Advance community health projects under physician leadership.

- Decrease time from clinic to home and reduce Task Box backlog.

- Improve timely coordination of charts, referrals, and investigations.

- Enhance communication between physician and administrative team.

- Support data collection and performance for QI initiatives (e.g., Panel Size, Third Next Available, Income tracking, etc.).

TARGETS:

- <10 residual tasks per day in Task Box.

- Reduced communication gaps leading to fewer repeat patient contacts/ER visits.

- Improved physician time management and schedule adherence.

- Enhanced QOL Index for physician and spouse.

- Effective and timely completion of charts, referrals, and forms.

- Contribute to future QI Project assessments for potential clinic-wide implementation.

REQUIRED SKILLS & ABILITIES:

- Strong organizational and multitasking capabilities.

- Proficiency in EMRs (Ava and ConnectCare) or willingness to learn.

- Excellent verbal and written communication.

- Discretion, professionalism, and adherence to confidentiality.

- Strong interpersonal skills with patients and clinical teams.

- Problem-solving mindset with ability to work independently.

- Willingness to adapt and assume increasing responsibility over time.

QUALIFICATIONS:

Preferred: Professional Certification / Designations

- Medical Office Assistant certification, LPN, RN, or equivalent training/experience.

Preferred: Education / Experience

- Minimum of 2 years working in a healthcare setting preferred.

- Experience with EMRs and administrative support considered an asset.

SUPERVISION:

Reports to: Physician (Dr. Ryan Schaub) & Athabasca Medical Clinic Manager

Supervises: None

Job Type: Full-time

Pay: $40,000.00-$100,000.00 per year

Additional pay:

• Overtime pay

Schedule:

• Day shift
• Evening shift
• Monday to Friday

Work Location: In person

Application deadline: 2025-07-01Expected start date: 2025-07-21