Medical Office Assistant

Our client is hiring a Medical Office Administrator in the Cambie Village area, located in Vancouver British Columbia

Job Title: Medical Office Assistant

Location: Vancouver, BC

Position Type: Full-Time (Permanent)

Schedule: Monday – Friday, Day Shifts

Reports To: Medical Director

About the Role

About the Clinic

Clinic is a modern, physician-owned family practice in Vancouver providing longitudinal primary care to a rostered patient panel. The clinic runs on a fully digital workflow. It uses OscarPro EMR, Ocean online booking and eForms, electronic lab integration, and AI-assisted booking and documentation tools. The clinic is committed to a high-quality, organized patient experience and a supportive, efficient team environment.

About the Role

The Medical Office Assistant is the operational backbone of the clinic and the first point of contact for patients. The MOA supports a team of family physicians. They manage scheduling, patient flow, and document handling, and they keep the clinic's digital systems running smoothly day to day. The role suits an experienced MOA who works independently, takes pride in accuracy, and is comfortable in a technology-forward practice.

Key Responsibilities

Front Desk & Patient Flow

• Greets and checks in patients, verifies demographics and MSP/PHN eligibility, and maintains accurate patient records
• Manages physician schedules in OscarPro, including in-clinic and virtual appointment templates
• Handles phone, fax, email, and online booking inquiries professionally and efficiently
• Communicates and upholds clinic policies, including visit scope, cancellation notice, and missed-appointment fees, with tact and consistency

Clinical Administration

• Processes incoming lab results, imaging, consult reports, and faxes, and files them to the correct patient and provider
• Prepares and sends specialist referrals and follows up on outstanding referrals and appointment bookings
• Manages the OscarPro inbox and task lists, and routes clinical items to physicians appropriately
• Manages Ocean online booking requests, eForms, and patient consent documentation

Operations

• Supports billing workflows and flags documentation or scheduling issues that affect billing
• Maintains office supplies, clinic readiness, and a clean, organized front desk
• Upholds patient privacy and confidentiality in accordance with PIPA and clinic policy
• Contributes to process improvements as the clinic continues to grow

Qualifications

The ideal candidate:

• Holds an MOA certificate from a recognized program
• Has a minimum of 2 years of MOA experience in a primary care or medical clinic setting
• Is familiar with MSP, PHN verification, and BC referral and lab processes
• Communicates clearly and professionally, both in person and by phone
• Is highly organized and detail-oriented, and handles multiple priorities calmly
• Is comfortable adopting new software and digital workflows

Assets:

• OscarPro EMR experience (strongly preferred)
• Experience with Ocean (online booking, eForms, eReferrals)
• Familiarity with Excelleris/electronic lab results
• Familiarity with the Longitudinal Family Physician (LFP) payment model
• Additional languages

What Clinic Offers

• A competitive wage, commensurate with experience starting at $22/hour [new graduates salary] but willing to pay based on experience.
• A modern, well-equipped clinic with a digital-first workflow
• A small, collaborative physician team
• A predictable weekday schedule
• A central Vancouver location with transit access