Medical Office Assistant

Fraser Health is the second largest health system in Canada with over 45,000 staff, medical staff and volunteers, and is the largest of five regional health authorities in British Columbia, providing hospital and community-based health services to nearly 2 million people in Metro Vancouver and the Fraser Valley.

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All new hires to Fraser Health must have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

Under the general supervision of the Office Manager and reporting to the Manager, Mental Health, this position provides administrative support by performing duties such as registering new patients, booking appointments and providing reception services for the Primary Care Clinic, typing material utilizing wordprocessing software, setting-up and maintaining the filing systems, processing incoming and outgoing mail, faxes, reports/records and internal and courier documents, arranging meetings/special functions and operating office equipment. Deals with matters of a confidential nature for the Primary Care Clinic nurse(s) and physician(s).

1. Provides reception services by performing duties such as operating a multi-line switchboard or phone, registering new patients, booking appointments, following up on physican orders regarding referrals and diagnostic tests, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature regarding the Clinic, receiving visitors, determining whether an emergent situation exists and referring to appropriate areas. Contacts other hospitals/organizations to obtain information as required.
2. Types material such as correspondence, reports and documents utilizing various wordprocessing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing from handwritten draft or general instruction and transcribing from dictaphone. Prepares various informational/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the patient and/or family.
3. Collects data from various sources, enters data into computerized systems and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related reports.
4. Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality, for a variety of records such as correspondence, reports, minutes, and directories by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
5. Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
6. Monitors levels of medical and pharmaceutical equipment and supplies and orders as necessary. Maintains levels of stationery, office supplies and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature and forwarding approved requisition to appropriate personnel.
7. Cleans medical equipment and instruments in accordance with established procedures. Cleans and organizes supply areas.
8. Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
9. Operates office equipment such as photocopiers, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to supervisor.
10. Liaises with staff of health care, mental health and social service organizations, as well as general practioners' offices to provide program-related information. Represents the Primary Care Clinic by attending various meetings with the purpose of promoting the Primary Care Clinic program and sharing information about the Clinic.
11. Performs other related duties as required.

Education and Experience

Grade 12, plus completion of a Medical Office Assistant diploma plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.

Skills and Abilities

• Demonstrated ability to communicate effectively both verbally and in writing in English.
• Demonstrated ability to deal effectively with others.
• Demonstrated effective interpersonal skills.
• Demonstrated ability to deal effectively in conflict situations.
• Demonstrated ability to exercise sound judgement.
• Demonstrated ability to organize work and establish workload priorities in collaboration with others.
• Demonstrated ability to take initiative.
• Demonstrated ability to work independently and in collaboration with others.
• Demonstrated ability to type 40 wpm.
• Demonstrated ability to use applicable computer equipment and software at a basic level.
• Working knowledge of general office practices and procedures and their application.
• Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
• Physical ability to perform the duties of the position.