Medical Office Assistant - Job Posting (Full-Time), Trailhead Medical, 4.5 days/week

This position is in an established medical practice office seeking a full-time, experienced medical office administrator (MOA). The MOA will be responsible for numerous administrative tasks in the front of the office, including patient-facing responsibilities.

The position is 4.5 days per week (Monday – Thursday 8:30 – 4:30, Friday 9:00 – 12:00, 31 hrs/wk). This is a fast-paced role requiring strong organizational skills, ability to effectively manage multiple competing priorities, and a high level of professionalism. We’re looking for someone who enjoys being part of a close-knit team and understands that, in a small business, everyone contributes to creating an exceptional patient experience.

Key Responsibilities

As a valued member of our team, you will play an important role in creating a welcoming and efficient experience for our patients while supporting the daily operations of the clinic.

Patient Reception & Care Coordination

• Greet patients, check them in, and collect any required information upon arrival.
• Schedule and coordinate appointments.
• Assist patients in arranging diagnostic testing, imaging, and specialist consultations.
• Process payments for uninsured services and maintain accurate payment records.

Clinical & Administrative Support

• Maintain accurate electronic medical records and manage incoming and outgoing documents, referrals, and correspondence.
• Monitor electronic messages and faxes, ensuring timely review and follow-up.
• Prepare examination rooms, room patients, collect basic clinical information and a brief history, perform routine clinical tasks (e.g., blood pressure checks and urine

dipstick testing), and assist physicians with patient flow.

• Support physicians and the clinical team with day-to-day administrative tasks.
• Perform light housekeeping in exam rooms and common areas (i.e. waiting room, washrooms, hallways) to maintain a professional clinical environment.
• Participate in occasional evening and weekend After Hours Clinics, as needed.

Innovation & Continuous Quality Improvement

• Support the rollout of new programs and systems, such as online booking, digital communication tools, and quality improvement initiatives.
• Embrace change and help the clinic continuously improve by providing feedback, learning new processes, and adapting to evolving workflows.

Qualifications & Skills

• Minimum 1 year(s) of experience in a family medicine or primary care clinic.
• Professional, compassionate, and patient-centred with excellent communication and interpersonal skills.
• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
• Proficient with Microsoft Office (Outlook, Word, Excel) and electronic medical record (EMR) systems.
• Strong understanding of medical terminology and patient triage.
• Team-oriented, adaptable, and self-directed, with a willingness to support the evolving needs of a small business.
• Experience working with diverse patient populations and a demonstrated commitment to culturally sensitive, inclusive care.
• Knowledge of OHIP billing and familiarity with local healthcare resources are assets.

How to Apply

Interested candidates are invited to submit the following:

• A cover letter outlining your interest in the position and relevant experience.
• A current résumé (CV).

Applications should be submitted to ***email_hidden***. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $22-$26/hour

Full-time, Permanent 4.5 days/week + occasional evenings and weekends.