Medical Office Assistant – Job Posting (Full-Time), Trailhead Medical, 4.5 days/week

This position is in an established medical practice office seeking a full-time, experienced medical office administrator (MOA). The MOA will be responsible for numerous administrative tasks in the front of the office, including patient-facing responsibilities.

The position is 4.5 days per week (Monday – Thursday 8:30 – 4:30, Friday 9:00 – 12:00, 31 hrs/wk). This is a fast-paced role requiring strong organizational skills, ability to effectively manage multiple competing priorities, and a high level of professionalism. We’re looking for someone who enjoys being part of a close-knit team and understands that, in a small business, everyone contributes to creating an exceptional patient experience.

Key Responsibilities

As a valued member of our team, you will play an important role in creating a welcoming and efficient experience for our patients while supporting the daily operations of the clinic.

Patient Reception & Care Coordination

● Greet patients, check them in, and collect any required information upon arrival.
● Schedule and coordinate appointments.
● Assist patients in arranging diagnostic testing, imaging, and specialist consultations.
● Process payments for uninsured services and maintain accurate payment records.

Clinical & Administrative Support

● Maintain accurate electronic medical records and manage incoming and outgoing documents, referrals, and correspondence.
● Monitor electronic messages and faxes, ensuring timely review and follow-up.
● Prepare examination rooms, room patients, collect basic clinical information and a brief history, perform routine clinical tasks (e.g., blood pressure checks and urine
dipstick testing), and assist physicians with patient flow.
● Support physicians and the clinical team with day-to-day administrative tasks.
● Perform light housekeeping in exam rooms and common areas (i.e. waiting room, washrooms, hallways) to maintain a professional clinical environment.
● Participate in occasional evening and weekend After Hours Clinics, as needed.

Innovation & Continuous Quality Improvement

● Support the rollout of new programs and systems, such as online booking, digital communication tools, and quality improvement initiatives.
● Embrace change and help the clinic continuously improve by providing feedback, learning new processes, and adapting to evolving workflows.

Qualifications & Skills

● Minimum 1 year(s) of experience in a family medicine or primary care clinic.
● Professional, compassionate, and patient-centred with excellent communication and interpersonal skills.
● Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
● Proficient with Microsoft Office (Outlook, Word, Excel) and electronic medical record (EMR) systems.
● Strong understanding of medical terminology and patient triage.
● Team-oriented, adaptable, and self-directed, with a willingness to support the evolving needs of a small business.
● Experience working with diverse patient populations and a demonstrated commitment to culturally sensitive, inclusive care.
● Knowledge of OHIP billing and familiarity with local healthcare resources are assets.

How to Apply
Interested candidates are invited to submit the following:

● A cover letter outlining your interest in the position and relevant experience.
● A current résumé (CV).

Applications should be submitted to Elaine.Gerelus@peterboroughfht.com. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $22-$26/hour

Full-time, Permanent 4.5 days/week + occasional evenings and weekends.