Medical Office Assistant

Position Summary

Skin Health and Wellness Centre is a large, fast-growing dermatology practice seeking a highly organized and motivated Medical Office Assistant (MOA) to join our team.

Medical Office Assistants are often the first point of contact for patients and therefore play a key role in ensuring every patient receives the highest standard of care. As a central member of the clinic team, the MOA works collaboratively with physicians, nurses, and fellow administrative staff in a coordinated effort to engage, support, and encourage patient health and wellness.

The MOA is responsible for fulfilling a wide range of duties in both the front and back of the office, including scheduling, billing support, patient communication, documentation management, and clinical assistance within specialty dermatology services. This position requires professionalism, attention to detail, and the ability to thrive in a fast-paced, high-volume environment.

About Us:

Our Centre includes multiple specialty clinics:

• General Dermatology Clinic
• Rapid Access Skin Cancer Clinic
• Acne & Rosacea Clinic
• Wart Clinic
• Phototherapy Clinic

Additionally, we have 12 clinics operated by individual dermatologists.

Employment Type: Full-Time

Schedule: Shifts between 8:00am–4:00pm, 8:30am–4:30pm, and 9:00am–5:00pm. Rotating Saturdays and occasional evenings until 7:00pm required.

Responsibilities:

Administrative Duties

• Answer incoming calls, voicemails, and emails in a professional and timely manner
• Book new consultations and follow-up appointments
• Reschedule missed or cancelled appointments
• Fax referring offices with appointment details and correspondence
• Check in patients and confirm demographic information
• Process payments and issue receipts
• Scan, fax, file, and shred confidential documents
• Assist in training new MOA staff in shared clinic duties
• Provide cross-coverage for other MOAs during absences
• Maintain accurate and up-to-date electronic medical records (EMR)

Phototherapy Clinic Responsibilities

• Prepare and clean phototherapy light booths
• Treat new and follow-up phototherapy patients
• Ensure patients wear required protective equipment (e.g., UVB-filtering goggles)
• Record cumulative doses, exposure times, and treatment responses
• Manage light booths, including adjusting energy settings and timers
• Update patient trackers (including facility payments and parking validation)

Acne & Rosacea Clinic (Clinical Support)

• Prepare exam rooms and maintain cleanliness standards
• Room patients and take clinical photographs of areas of concern
• Report patient information to the physician
• Provide lab requisitions, prescriptions, and medication samples as directed
• Book follow-up appointments

Why Join Us?

Offers and Perks:

• The opportunity to work alongside a team of highly skilled professionals
• Employee incentives and perks
• Ongoing paid training and professional development opportunities
• Consistent work hours and a commitment to work/life balance
• Supportive team dynamics and regular opportunities for collaboration
• Excellent mentorship and leadership
• Safe, supportive and tolerant workplace

Work Environment & Culture:

• What is the work culture like at the clinic? Our Clinic culture is collaborative, supportive, and focused on patient- centered care. We believe in open communication and teamwork. We prioritize continuous learning by offering educational dinners that cover a range of topics including various conditions, medications, and treatments.
• How does the clinic support work-life balance? Our clinic is committed to fostering a balanced environment for all team members. We understand that maintaining a healthy work-life balance is essential for well-being and productivity. By fostering a positive and supportive workplace, we aim to bring their best selves to both their work and personal lives.

Career Growth & Development:

• Are there growth opportunities in the company? We offer growth opportunities within the company. Additionally, we are committed to professional development and provide educational sessions to help further your knowledge in dermatology.

Benefits & Compensation:

• What benefits does the clinic offer (health insurance, retirement plans, etc.)? We offer a comprehensive benefits package that includes health insurance, dental and vision coverage.

Clinic's Mission & Values:

• What is the clinic's mission and values? Our mission is to provide exceptional dermatological care in a welcoming, supportive, and professional environment. We are dedicated to improving health while maintaining the highest standards of medical care. Our clinic strives to create a positive and collaborative atmosphere where our staff works as a unified team to ensure every patient's experience is compassionate, thorough, and personalized. We aim to continually innovate and grow, both in our clinical practices and in fostering an inclusive, empowering environment for our staff to thrive.
• What sets this clinic apart from others in the area? Our clinic stands out for its commitment to patient centered care, and a collaborative team approach. We prioritize individualized care, ensuring each patient receives a tailored treatment plan and feels valued throughout their experience. We're also attentive to creating an inviting and professional environment, taking pride in the look and feel of our clinic to enhance the patient experience.

Team Dynamics:

• How do the different teams (physicians, nurses, medical office assistants, management) collaborate? Each team plays a vital role, and we work together to ensure the best patient experience. Communication is ongoing throughout the day with all team members to ensure smooth patient flow and timely support. We use multiple channels to communicate with one another, and Management also supports these open communication channels and encourages feedback, so everyone's voice is heard and valued.
• How many team members are there in the organization? Our organization has a total of over 130 team members. This includes a diverse group of dedicated professionals, from Physicians, Nurses, Medical Office Assistants, to Clinical Research Coordinators and management staff.

Requirements:

Qualifications

• Medical Office Administration diploma or equivalent experience preferred
• Experience in dermatology or specialty clinics is an asset
• Proficiency in EMR systems and Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Ability to work efficiently in a high-volume environment

Key Attributes

• Detail-oriented and highly organized
• Comfortable working in a fast-paced, growing clinic
• Professional and compassionate with patients
• Reliable and adaptable
• Strong team player attitude and ability to work effectively in a team setting, contributing to a positive work environment

Asset Qualifications:

• Minimum 2 years administrative experience in a medical office
• Knowledge of medical terminology and medical records management
• Post-secondary diploma or certificate in Medical Office Administration
• Experience using Telus Med Access electronic medical record (EMR) system
• Sales experience in a related customer service field (health and wellness, spa, medical, fitness, retail) (preferred)
• Business management and hospitality experience (preferred)
• Medical terminology experience (preferred)
• Infection Prevention and Control (IPAC) certification or experience (preferred)

License/Certification

• Current Cardiopulmonary Resuscitation (CPR) / First Aid Certification / Basic Cardiac Life Support (BCLS)

Background Check:

A clear Criminal Background check, inclusive of a vulnerable sector search, is required to start. If you have resided outside of Calgary in the past 12 months, you will need to contact the local police or RCMP detachment in your previous residential municipality to be able to obtain a full report.