Medical Office Assistant – Access Clinic- Casual

MEDICAL OFFICE ASSISTANT

Status: Casual (1.0 FTE)

Reporting To: Supervisor, Medical Clinic and Physician Affairs

Portfolio: Patient Access & Attachment

Date Available: Negotiable

Shift Pattern: Wednesday, Thursday, Friday: 12:45PM to 9:00PM Saturday, Sunday: 9:00AM to 5:15PM

Hours of Work: Casual

Exempt/Non-Exempt: Non-Exempt

Program: Medical Office Assistant

Classification: Administrative Support I

Salary Range: $20.22-$26.63 per hour

Closing Date: November 12, 2026

About Us

Mosaic Primary Care Network (PCN) provides a wide range of primary health care services in the northeast and southeast Calgary communities in partnership with a group of family doctors. Our talented interdisciplinary health care teams work together to provide services that best support patient needs.

We want YOU to bring your expertise to our growing team as we continue to develop solutions to meet the needs of our local community. If you have initiative, are resourceful, engage easily in teamwork, and most importantly, want to make a difference in healthcare, we want to hear from you!

Position Summary

The Medical Office Assistant (MOA) serves as the initial point of contact for patients seeking medical care at the Mosaic Primary Care Network. The MOA performs a variety of administrative duties for the multidisciplinary team and plays a key role in the organization and flow of clinic operations. The MOA will be conscientious, energetic, and adaptable to changing workflows, and possess a strong, positive customer service attitude and enjoy working with team members across the PCN.

Key Responsibilities

General Office Administration

• Greets and directs patients, visitors and staff members with a friendly and helpful demeanor.
• Assists with receiving mail, medical courier, and general deliveries. Opens, sorts, and distributes in a timely fashion, paying particular attention to correspondence regarding patients and ensuring these are given priority.
• Photocopies, scans, and faxes documents as needed.
• Answers all incoming calls using a multi-line switchboard and directs calls to appropriate individuals. Takes and relays messages as appropriate and in a timely manner.
• Assists with the collection of data for QI projects and measurement surveys, and participates in committees as needed
• Other clerical work as required, including booking meeting rooms, ordering supplies and typing memos on behalf of clinicians/managers

Electronic Health Record Management/Client Scheduling

• Registers new patients
• Utilizes an Electronic Medical Record (EMR) to book new and follow up patient appointments. Check patients in when they arrive to their clinic appointments.
• Calls and reminds patients of upcoming appointments as per Mosaic guidelines.
• Books and coordinates appointments with external providers including specialists and physician attachment.
• Charts pertinent clinical information into patients’ EMR, verifies patient demographics and updates as required.
• Sorts, scans, and links information for patients’ charts and attaches to EMR file as necessary/directed.
• Creates and modifies clinicians and physician schedules as required.
• Assists the billing clerk by collecting payments and physician reconciliations as appropriate.

Customer Service

• Presents a pleasant and professional demeanour at all times.
• Has the ability to adjust their approach to individuals of varying cultural backgrounds in providing excellent customer service.
• Uses Language Line when required for interpretation service.
• Understands the programs and services of MPCN to provide patients with appropriate information or to best direct them.
• Maintains patient privacy and confidentiality by understanding the Health Information Act (HIA) and the Privacy Information and Protection Act (PIPA) and their applications in a clinical office setting. Enters any new patient demographic information into EMR.

Safety

• Promotes a healthy work environment.
• Recognizes safety issues and reports appropriately.
• Aware of and adheres to infection and prevention control standards.
• Demonstrates ability to use equipment and supplies according to established standards and procedures.
• Actively participates in OH&S activities/committees as needed

Medical Office Procedures

• Administers and assists with basic medical office procedures as directed.

General Facility Maintenance

• Keeps own work station and area, as well as public areas tidy and presentable.
• Uses disinfectant wipes to cleanse countertops, telephone handles, door handles, computer keyboards, etc. as per office infections control standards.
• Responsible for their own share of cleaning of “common areas” such as staff kitchen, etc.
• Responsible for putting away supply deliveries as needed.
• Keeps rooms stocked with office supplies as needed

Qualifications & Requirements

Education & Licenses

• Completion of an accredited Medical Office Assistant program (minimum 18 credits) is an asset
• Combination of education and/or relevant experience will also be considered

Required Experience

• Previous relevant experience in a health care or medical office setting is required.
• Customer service experience is required
• Experience using a multi-line phone system is required
• Experience in an electronic scheduling system required

Preferred Experience

• Preference is given to candidates with at least 3 years’ experience in a medical office setting.

Knowledge, Skills & Abilities

• Technical Knowledge: requires an intermediate knowledge of Microsoft Suite (Word, Excel, and Outlook). High level of understanding and experience using Electronic Medical Record is an asset. Must have proficient typing skills with a minimum speed of 40 words per minute
• Functional Knowledge: excellent knowledge of health care and office practices, procedures and standards. Knowledge of medical terminology is necessary
• Strong Organizational Skills: proven ability to handle work volume fluctuations and work well under pressure. Demonstrated attention to detail and ability to multitask.
• Communications and Customer Relations Skills: strong communication, interpersonal and relationship building skills. Maintains a professional image and demonstrates ability to handle difficult situations in a calm and professional manner. Excellent follow-up and problem-solving skills. Ability to understand and communicate effectively in English, both verbally and in writing. Multi-language skills are an asset.

Asset

• Experience with Practice Solutions EMR is a strong asset.

Competencies

Core Competencies are identified by Mosaic leadership and are demonstrated by all employees across the organization:

Practice Communication Excellence (Communication)

• Plan and deliver oral and written communications respectfully and tactfully to make an impact and persuade an intended audience.

Build Community-Feeling (Teamwork)

• Able to share due credit with coworkers, display enthusiasm, and team spirit and promote a friendly group working environment.

Advocate for Patient/Client (Patient/Client-Centricity)

• Able to demonstrate a high level of patient/client service delivery in a respectful and caring manner.

Understand Values of Change (Adaptability)

• Openness to different and new ways of doing things; willingness to modify one’s preferred way of doing things with a positive attitude.

Embrace Culture and Diversity (Cultural Competency)

• Developing positive attitudes towards diverse populations; gaining knowledge of different life practices and world views.

Act with Professionalism (Personal Effectiveness)

• Takes personal responsibility for the quality and timeless or work and achieves results with little oversight.

Working Conditions

• Position is required to work a rotation schedule which may include a combination of days, evenings and weekend shifts.
• Location changes may be required in consideration for business needs.
• Ability to travel on public transportation or valid drivers license with access to own car in good repair is required.
• Maintains patient privacy and confidentiality by understanding the Health Information Act (HIA) and the Privacy Information and Protection Act (PIPA) and their applications in a clinical office setting
  

OHS & PRIVACY

• Adhere to Mosaic PCN’s Occupational Health and Safety (OHS) policies and procedures.
• Manage information in accordance with legislation and internal policies.
• Maintain the confidentiality, privacy, and security of information and access it only as authorized work purposes.

Conditions of Employment

Successful applicants must provide proof of qualifications and a current police information check (PIC) at the applicant’s expense. The results of the PIC may alter or revoke any offer made by Mosaic PCN.

We would like to thank all applicants for their interest and resumes. Please note, only those candidates chosen to proceed through the selection process will be contacted. No phone calls or emails please.

If you require accommodation during any stage of the application or interview process, please let us know by emailing [email protected]

This position is part of the bargaining unit covered by a collective agreement with Health Sciences Association of Alberta (HSAA).