Medical Office Assistant

Entity: WELL Health Medical Centre – Gateway
Position Title: Medical Office Assistant
Hourly Pay: $18 per hour
Job Class: Full Time
Work Location: 1035 Gateway Rd., Winnipeg, MB R2K 4C1

About the Company:

WELL is an innovative technology-enabled healthcare company whose overarching objective is to positively impact health outcomes by leveraging technology to empower and support healthcare practitioners and their patients. WELL has built an innovative practitioner enablement platform that includes comprehensive end-to-end practice management tools inclusive of virtual care and digital patient engagement capabilities as well as Electronic Medical Records (EMR), Revenue Cycle Management (RCM) and data protection services. WELL uses this platform to power healthcare practitioners both inside and outside of WELL’s own omni-channel patient services offerings.

WELL owns and operates Canada’s largest network of outpatient medical clinics serving primary and specialized healthcare services and is the provider of a leading multinational multidisciplinary telehealth offering. WELL is publicly traded on the Toronto Stock Exchange under the symbol “WELL”. To learn more about the company, please visit: www.well.company.

Position Summary:

We are seeking a proactive, organized, and patient-focused Medical Office Assistant to join our team at WELL Health Medical Centre – Gateway. In this role, you will provide front desk, administrative, and clinical support to help ensure smooth daily clinic operations and a positive patient experience.

Working closely with physicians, nurses, and clinic staff, you will prepare examination rooms, coordinate patient requests and follow-up activities, maintain supplies, and support efficient clinical workflows. This position is well suited to someone who demonstrates initiative, sound judgment, and attention to detail in a busy medical environment.

What you will be doing:

Clinical Support

• Prepare examination rooms at the beginning of each day, ensuring they are stocked, organized, and ready for patient appointments.
• Complete opening tasks, including powering on computers and wall units and ensuring clinic doors open on time.
• Replenish room supplies, printer paper, and other essentials throughout the day.
• Clean and reprocess instruments and equipment following procedures, as trained and in accordance with clinic infection prevention protocols.
• Maintain clean, organized clinical and office spaces and provide supplies requested by physicians.
• Provide chaperoning support as needed and in accordance with clinic protocols.
• Apply the clinic’s LEAP approach when responding to challenging patient situations or coworker interactions.

Physician and Patient Support

• Coordinate referrals and diagnostic imaging requests with front desk staff, ensuring timely submission and follow-up.
• Assist physicians with billing-related documentation and forward completed information to the appropriate team.
• Support urgent administrative requests, including coordinating diagnostic imaging as directed by physicians.
• Book follow-up appointments and complete patient-related administrative tasks as directed.
• Respond to sensitive or challenging situations with empathy, respect, and professionalism.

Collaboration and Clinic Operations

• Work closely with front desk staff to provide lunchtime coverage and maintain continuity of service.
• Collaborate with physicians, nurses, and other team members to support efficient workflows and excellent patient care.
• Organize and prioritize tasks, communicate outstanding work, and seek assistance when needed.
• Coordinate task handoffs with appropriate team members to support timely completion.
• Maintain patient confidentiality and follow clinic privacy policies and procedures.

Administrative Support

• Receive and route prescription requests to physicians and transmit authorized prescriptions to pharmacies according to clinic procedures.
• Count vaccines weekly and maintain an accurate inventory record.
• Conduct regular supply checks and place orders as needed within established purchasing procedures.
• Keep the samples closet organized and clinic bulletin boards up to date.
• Complete other duties assigned by the supervisor, billing team, Human Resources, or clinic manager within the scope of the role.

You have:

• Experience using Accuro EMR in a clinical environment.
• A PHIA certificate and a commitment to protecting patient privacy and confidentiality.
• Strong emotional intelligence, with the ability to recognize and respond thoughtfully to the needs and perspectives of patients and colleagues.
• Sound problem-solving skills, including the ability to assess situations, consider different solutions, and exercise good judgment.
• Strong interpersonal skills and the ability to bring people together through clear communication and collaboration.
• A high level of integrity, honesty, and accountability when handling patient information and completing daily responsibilities.
• Initiative and a proactive approach to identifying needs, addressing concerns, and supporting clinic operations.
• Strong organizational skills and attention to detail, with the ability to prioritize competing tasks.
• A professional, compassionate approach and the ability to remain calm in a busy medical environment.

The hourly rate for this position is $18. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive rate that reflects the value and expertise of the successful candidate.

WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions.

WELL has been independently certified as a Great Place to Work® by Great Place to Work Institute® Canada, an achievement that reflects the company’s strong commitment to creating a workplace culture centered on trust, inclusivity, and employee well-being, aligning with its ‘Healthy Place to Work’ ESG strategy pillar. Learn more in our Sustainability Impact Report.

Want to read more about us? Visit https://stories.well.company/.