Medical Office Administrator
full-time•Edmonton
About this role
JOB DETAILS
Job Title: Medical Office Administrator (MOA)
Status: Permanent Full-Time
Schedule: Monday – Friday, 8:00 a.m. – 4:00 p.m.
Location: The Newly Institute Edmonton Clinic (13609 163 Street, Edmonton, AB T5V 0B5)
ABOUT THE NEWLY INSTITUTE
The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.
We have an exciting opportunity for a Medical Office Administrator to join our innovative, purpose-driven, and multi-disciplinary clinical team.
TOTAL REWARDS PACKAGE
You’ll work as a valued member of a collaborative, supportive team and contribute to a growing and dynamic organization. Our total rewards package includes:
- Competitive salary
- Four weeks annual vacation
- Eight paid annual wellness days
- Comprehensive group benefits
- Employer-paid health and dental benefit premiums
- Health & wellness spending account
- Career and professional development opportunities
- Regular team and community engagement events
- A stunning clinic environment
WHAT YOU WILL DO
Reporting to the Manager of Clinical Services, you will enjoy a varied role that includes client service, finance, administrative, and technical duties. You will be the warm and welcoming face of the Clinic and use your talent for customer service excellence to serve our clients. You’ll work in a fast-paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.
Accountabilities
Client Service:
- Answer multi-line phone system and emails to ensure well timed communication with clients, community partners, and potential inquiries.
- Prioritize and respond to phone calls, voicemails, and emails in a timely manner. Disseminating information as necessary.
- Book and manage client appointments, including virtual appointments.
- Collaborate with Intake Coordinator to ensure the completion and booking of all client appointments, and processes.
- Attend the weekly multidisciplinary rounds to ensure up-to-date schedule changes, and bookings.
- Welcome and orient clients to clinic space, providing high-quality customer service.
Finance Administrative Accountabilities:
- Develop IOP/Flex/Top Up and other private client payment plans, indicating payer, payment amount, method, interval, and dates.
- Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in IOP, Flex, and other private programs.
- Complete timely and accurate billings including WCB and AHCIP. Ensuring accurate payment, and resolution of rejected bills.
- Invoice clients and funders in Flex/IOP programs timely and accurately. Track payments, with follow-up as needed.
General Administrative Accountabilities:
- Complete opening and closing duties, as required.
- Develop, maintain, and distribute client and clinical schedules such as WCB client IOP/Flex clients, physician schedules and absences, clinician schedules and absences.
- Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB S Filters, referrals, historical documentation, and other supporting documentation and information.
- Prepare and distribute clinical documents such as WCB reporting, IOP/Flex discharge summaries, prescriptions, doctor’s notes, and other associated documents.
- Handle and distribute mail.
- Prepare monthly data submissions.
- Facilitate the delivery and post office items and information.
- Fax, scan, shred, and photocopy documents.
- Oversee ordering of office equipment and supplies.
Technical Accountabilities:
- Book virtual meeting and appointments, as required.
- Ensure client have access to online services, including Pomelo and Homecoming.
Other responsibilities related to the role and scope of work may be assigned.
WHAT YOU BRING
Experience
- A minimum of two years of experience in an office or clinic administration role in a fast-paced environment is required.
- A minimum of two years of experience providing superior customer service and support is required.
- Experience working in a public or private practice that provides mental health services is a significant asset.
- Experience with WCB billing, online billing, and scheduling is an asset.
- Equivalencies of experience may be considered.
Education
- A high school diploma is required.
- A post-secondary diploma in Medical Office Administration or a similar field is an asset.
Technical Competences
Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams is required. Proficiency with Electronic Medical Records (EMR) systems is also required. Experience in Med Access EMR is an asset.
Background Check
Offers are conditional, subject to employment reference checks and a clear police background check.
DIVERSITY, EQUITY AND INCLUSION
We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves. We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family/marital statuses, and physical and mental disabilities. Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.
ACCESSIBILITY
The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email [email protected].
APPLICATION CLOSING
The posting will remain open until the role is filled. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.
What you'll do
- The Medical Office Administrator will handle client service, finance, administrative, and technical duties while ensuring high-quality customer service. They will manage client appointments, billing, and maintain clinical schedules.
About The Newly
A Brighter Future for Mental Health. The Newly Institute aims to operate the largest and most advanced network of medically-assisted psychotherapy clinics in Canada.
We believe that mental health treatment is in drastic need of a paradigm shift, and our practice was founded to provide long-lasting change within this industry, our community, and with our patients.
We believe that together we can create a brighter future for mental health in this country and in time, the world.
Ready to join The Newly?
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Frequently Asked Questions
What does a Medical Office Administrator do at The Newly?
As a Medical Office Administrator at The Newly, you will: the Medical Office Administrator will handle client service, finance, administrative, and technical duties while ensuring high-quality customer service. They will manage client appointments, billing, and maintain clinical schedules..
Is the Medical Office Administrator position at The Newly remote?
The Medical Office Administrator position at The Newly is based in Edmonton, Alberta, Canada. Contact the company through Clera for specific work arrangement details.
How do I apply for the Medical Office Administrator position at The Newly?
You can apply for the Medical Office Administrator position at The Newlydirectly through Clera. Click the "Apply Now" button above to start your application. Clera's AI-powered platform will help match your profile with this opportunity and guide you through the application process.