Medical Affairs Assistant

Who We Are:

Appletree Shared Services Corporation is the most progressive multi-disciplinary medical group in Canada. We assist and manage the practices of Ontario’s best family physicians and specialists, including physicians offering virtual healthcare services. For over two decades, we have worked with bright and motivated individuals on our mission to improve access to community healthcare in Canada. Our journey is now leading us to help other parts of the world re-build access to healthcare in their own communities, and we are only just getting started. Come discover how you may join our talented team and participate in shaping the future of community healthcare!

Why You Should Join Us:

We are looking for highly motivated and dedicated individuals to join our industry-leading organization. If you are positive, passionate about healthcare, and enjoy working in a fast-paced environment we want to hear from you!

At Appletree, we offer a wide range of career opportunities for individuals seeking experience in the healthcare industry. We have suitable positions for medical school hopefuls, for those interested in a career in healthcare, for foreign medical graduates, for those who are still searching for a career path, and for experienced professionals who are looking to make a positive impact in our community. We offer opportunities for growth, flexible work hours, access to premium healthcare services for you and your family, flexible benefits plan, and valuable experience that will jumpstart your career and continue your professional development!

The Opportunity:

Appletree Medical Group is looking for a part-time Medical Affairs Assistant to provide administrative and operational support to the Medical Affairs team while assisting in the execution of departmental initiatives. This role supports healthcare provider onboarding, provider inquiries, MD billing-related inquiries, compliance tracking, reporting, email management, and ongoing Medical Affairs projects.

The position is primarily execution-focused, with responsibility for managing workflows, documentation, and communications, while escalating complex, strategic, or compliance-related matters to Medical Affairs Management as required. The Medical Affairs Assistant plays a key role in ensuring accuracy, timeliness, and consistency across Medical Affairs operations.

Status: Part-time.

Compensation: Commensurate based on education and experience.

What You'll Do:

Administrative Support:

• Manage the shared Medical Affairs inbox, triaging, prioritizing, and flagging time-sensitive or high-risk items.
• Draft and send approved template responses to new physician leads and external inquiries.
• Create, update, and manage assigned tasks and workflows within Asana.
• Coordinate follow-ups with physicians regarding onboarding requirements and outstanding documentation.
• Maintain organized and audit-ready filing systems for onboarding, compliance, and operational records.
• Support physician onboarding and offboarding processes, including documentation tracking and internal coordination.
• Maintain low-performance physician tracking logs, reports, and support physician retention initiatives.

Physician Lead & Onboarding Support:

• Maintain and update physician lead trackers and onboarding pipelines within Asana.
• Distribute onboarding documentation packages (eLabs, group billing, HRM, EMR access, etc.).
• Track receipt, completeness, and follow-up of required onboarding documents.
• Update physician contact lists, tracking logs, and internal records.
• Upload newsletters, announcements, and physician communications through approved file-import processes.
• Create EMR questionnaires and onboarding tools as directed.
• Support RAI submissions as assigned by the Medical Affairs Coordinator.

Compliance & Billing Support:

• Maintain compliance trackers, including renewals, reviews, and regulatory documentation.
• Submit RAI requests and support compliance workflows as assigned.
• Track MD billing-related issues, ensuring accurate documentation and escalation when required.
• Action ban letters and update all relevant systems and trackers.
• Monitor wait-time accuracy and report discrepancies or trends to leadership.

Reporting & Data Management:

• Update and maintain physician performance and roster trackers.
• Pull and validate basic productivity data (e.g., Billing and Call Reports).
• Maintain monthly dashboards and operational tracking reports.
• Ensure data accuracy, consistency, and timely updates across all tracking tools.

Team & Operational Support:

• Prepare meeting agendas, briefing materials, reports, and summaries to support leadership decision-making.
• Track action items, decisions, and follow-up tasks to ensure timely execution and accountability.
• Support cross-functional coordination between Medical Affairs, GHS Admin, and Call Center teams on departmental initiatives.

Escalation Protocol:

The Medical Affairs Assistant is expected to escalate matters to the Medical Affairs Coordinator or Manager when:

• Regulatory or compliance concerns are identified.
• Documentation is incomplete, inconsistent, or unclear.
• Deadlines or service-level expectations are at risk.
• Physician disputes or sensitive issues arise.
• Situations require policy interpretation, risk assessment, or strategic decision-making.

What We're Looking For:

• Exceptional organizational and administrative skills.
• Strong attention to detail and data accuracy.
• Problem-solving skills.
• Proficiency in task and workflow management tools (Asana).
• Clear, professional written and verbal communication.
• Strong time-management and prioritization skills.
• Ability to follow structured SOPs/workflows and operate within defined escalation boundaries.
• Professional judgment in handling sensitive information.
• EMR experience is an asset.
• Proficiency with Google Workspace, AI tools, and Microsoft Office.
• Technically savvy with the ability to learn new systems quickly.

What's Next:

Our process for hiring is rigorous. Our objective is to ensure that you are the right fit for us, just as we are for you. We promote fairness, equity, and diversity, as such, you will meet and speak to various people on our hiring team throughout the process. The screening stage begins with a few application questions, a basic communications assessment, and finally a phone interview. Successful applicants moving into the selection stage will be invited to an interview where more information about the position is given to the candidate. At that point you will have the opportunity to ask job-specific questions and make an informed decision on whether you should join us.

The Appletree difference Founded in 1992, Appletree Medical Group is one of Canada’s largest multi-specialty groups. Our growing network of modern medical facilities across Ontario enables our doctors to provide world-class medical care to our patients. Working with highly-trained staff and the latest technology, our physicians are able to deliver the best care possible for patients and their families in our communities. Our Mission Appletree Medical Group exists to professionalize, and improve access to, community healthcare in Canada. We provide comprehensive healthcare solutions when, and where, they are needed. We use technology and efficient clinic workflows to optimize medical practices for physicians, while creating flexible and accessible healthcare experiences for our patients.