Medical Office Assistant – 37.5 hours/week – Permanent

Overview 

Reporting to the Peterborough Family Health Team (PFHT) Primary Care Manager, the Medical Office Assistant (MOA) serves as the first point of contact for patients and plays a key role within a collaborative, multi-disciplinary team of Interprofessional Healthcare Providers consisting of mental health clinicians, pharmacist and dietitian whose work increases access to primary care and enhances the quality of life for patients. 

 This is a permanent full-time position (1.0 FTE; 37.5 hours per week) working out of the Medical Centre, Peterborough. 

 Responsibilities 

Working with patients in a health care setting, the person in this role:  

• Gather all referrals sent to the Interprofessional Healthcare Providers and make the initial call to the patients to explain how the service works and set up an appointment 
• Liaise with clinicians daily to prioritize referrals 
• Generate letters to patients outlining the waiting time and other immediate services that they can access in the interim if required due to waiting list 
• Schedule and coordinate all patient appointments using the electronic medical record (EMR) 
• Greet patients upon arrival and promptly notify the clinician (e.g., RPN, NP, physician) of their arrival 
• Complete reminder calls to patients as required/requested to minimize no-shows 
• Perform a variety of confidential and non-confidential administrate and clerical duties including but not limited to word processing, scheduling meetings, relaying messages, processing mail, faxing, and data entry 
• Track no shows and advise referring physicians of trends 
• Maintain inventory of office supplies 
• Coordinate and maintain vacation schedules 
• Attends internal team meetings and organizational PFHT/FHO meetings as required 
• Maintain the PFHT tracking lists and provide OH data on a quarterly basis. 
• Participate in problem-solving to enhance patient care 
• Contribute to a safe and inclusive environment 
• Maintain confidentiality and patient privacy 
• Provide feedback to referring physicians re referral status  
• Performs other duties as assigned 

Qualifications 

• Post-secondary education in a related field such as business administration considered an asset OR completion of Medical Secretary Course (medical terminology, pharmacology) 
• Demonstrated effective verbal and written communication, interpersonal and public relations and problem-solving skills 
• Proficiency in computer applications: Windows, Microsoft Office Suite (Word, Excel, Outlook, etc.), email and internet research. 
• Previous medical office experience preferred 
• Previous experience with Electronic Medical Records preferred 
• Experience in telephone triage and booking appointments preferably in a family medicine practice 
• Ability to set priorities and organize work accordingly in a busy office setting with multiple professionals 

 Additional benefits of joining the Peterborough Family Health Team 

• A provincial leader among Family Health Teams in Ontario 
• Excellent team/office environment 
• Multidisciplinary team expertise 
• Organizational commitment to work-life balance 
• HOOPP Pension Plan 
• Optional Extended Health and Dental Plan 
• Life/Disability Insurance Plan 
• Health Care spending account 
• EAP 

The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination. 

Interested candidates can email their resume and cover letter to resumes@peterboroughfht.com by the application deadline. 

• Application deadline: Friday March 13 – 12 noon 
• Hours: 37.5 hours/week – Monday to Friday 
• Expected start date: April 7, 2026 
• Job type: Permanent 
• Salary: $20.19 to $22.73 /hour 

The Peterborough Family Health Team is actively committed to creating a diverse and inclusive workplace and encourages applications from all qualified candidates. The Peterborough Family Health Team offers accommodation for applicants with disabilities in its recruitment processes. We thank all applicants for their interest; however, only candidates selected for further consideration will be contacted.