Medical Office Assistant

About Optima Living
Founded in 2007 by two friends inspired by their families’ dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers.
 
Today, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 6,000 residents.
 
Guided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy.

Position Summary 

Reporting to the Director of Care, the Medical Office Assistant supports daily care services operations by coordinating resident documentation, scheduling appointments and clinics, maintaining accurate records, and managing communication with residents, families, and the care team.

All duties and responsibilities are carried out in alignment with Optima Living’s mission, vision, and values, promoting person-centered care by respecting the uniqueness, dignity, and self-determination of residents to promote maximum personal and functional independence. These duties are performed within the framework of established organizational policies and procedures, industry best practices, while adhering to applicable regulations and standards.

Responsibilities

• Manages communication and correspondence with the care team, residents, and families, including handling inquiries, preparing reports, and appointment scheduling.
• Compiles resident move ins, move outs and transfer records into the electronic health care system.
• Distributes resident charts and relevant move in documentation to appropriate areas.
• Collects, verifies, and maintains accurate resident census information.
• Ensures move out health care records are accurately completed and filed according to guidelines.
• Coordinates the logistical aspects of care conferences and maintains a master schedule in consultation with the care team.
• Manages and ensures timely ordering of office, medical, and personal care supplies for residents.
• Schedules and coordinates clinics and appointments with the visiting dentist, foot care nurse and optometrist.  
• Organizes external appointments as needed.
• Records and maintains clinical meeting minutes as needed.
• Maintains the power outage binder for the electronic health care system.
• Maintains and organizes the electronic and paper filing systems.
• Generates reports as required from the electronic health care system.
• Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety Committee.
• Identifies maintenance issues and reports them following established maintenance procedures.
• Responds promptly during emergency codes in alignment with organizational standards and protocols.
• Contributes to quality improvement initiatives by sharing ideas and providing feedback.
• Demonstrates knowledge of and compliance with Occupational Health and Safety regulations.
• Ensures adherence to infection control policies and procedures through regular audits, observations, and investigations.
• Maintains strict confidentiality of resident medical and personal information in accordance with privacy legislation.
• Completes orientation upon hire and annual mandatory education as assigned.
• Supports new team members through their orientation process.
• Respects and upholds the Resident Bill of Rights and the Assisted Living Rights of Residents.
• Participates in team meetings and stays informed on relevant internal communications.
• Performs other duties as required to support operational needs

Qualifications & Experience 

• Graduate from a recognized Medical Office Assistant program.
• Minimum of one (1) year of clinical medical office support experience.
• Experience in a residential care or mental health environment is an asset.
• Communicates in an approachable and respectful manner with the temperament to deal tactfully and cooperatively in all interactions.
• Strong written communication skills with the ability to present professional documents with clarity.
• Demonstrates the ability to effectively organize, prioritize and problem solve. 
• Ability to work independently and in cooperation with others.
• Ability to manage and resolve difficult and challenging situations effectively and respectfully.
• Physical and mental ability to carry out the duties of the position including adherence to provincial health legislations.
• Ability to safely operate equipment according to established protocols.
• Computer literacy skills required.
• Flexibility to work a variety of shifts.   

Conditions of Employment 

• Clear Police Information Check 
• Clear Vulnerable Sector Check 
• Successful completion of all mandatory Provincial Health Requirements 
• Active CPR and First Aid Certification