Medical Office Assistant

Job summary

Support daily clinic operations by greeting patients, managing check-in and check-out, maintaining records, scheduling appointments, and coordinating patient flow. Assist clinicians with documentation, exam room preparation, referrals, insurance or payment verification, and general administrative tasks.

Job details

Role Description The Medical Office Assistant is a full-time, on-site role based in Vancouver, BC. In this position, the Medical Office Assistant supports daily clinic operations by greeting patients, managing check-in and check-out procedures, and maintaining accurate patient records. Responsibilities include answering phones with professional etiquette, booking and confirming appointments, coordinating patient flow, and verifying insurance or payment details. The role also involves using medical terminology to assist with documentation, preparing exam rooms, processing referrals, and handling general administrative assistance such as scanning, filing, and data entry. The Medical Office Assistant works closely with clinicians and other staff to ensure a smooth, respectful, and efficient experience for all patients, whether in person or via remote communication. Qualifications Strong phone etiquette and patient-facing communication skills, including clear, courteous, and professional interactions. Proficiency in appointment scheduling and coordination using electronic medical record (EMR) or practice management systems. Working knowledge of medical terminology to support accurate documentation and effective communication with clinical staff. Experience with insurance verification or payment confirmation processes and basic understanding of billing workflows. Administrative assistance skills, including data entry, filing, scanning, and maintaining organized patient records. High level of attention to detail, time management, and ability to prioritize tasks in a busy medical office environment. Comfort with hybrid work, including the responsible use of secure systems when working from home. Proficiency with standard office software (e.g., email, word processing, spreadsheets) and willingness to learn clinic-specific tools. Demonstrated commitment to confidentiality, patient privacy, and adherence to healthcare regulations. Previous experience in a medical or healthcare office setting is an asset; relevant certificate or diploma in medical office administration is preferred.

What you’ll do

Support daily clinic operations by greeting patients, managing check-in and check-out, maintaining records, scheduling appointments, and coordinating patient flow. Assist clinicians with documentation, exam room preparation, referrals, insurance or payment verification, and general administrative tasks.

Requirements

Requires strong patient-facing communication, scheduling and administrative skills, working knowledge of medical terminology, and familiarity with EMR or practice management systems and basic billing workflows. Attention to detail, time management, confidentiality, office software proficiency, and comfort using secure systems are expected; healthcare office experience is an asset, and a relevant certificate or diploma is preferred.

Listed skills

• Appointment Scheduling · Preferred
• Data entry · Preferred
• Time management · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Patient Communication
• Phone Etiquette
• Appointment Scheduling
• Electronic Medical Records
• Medical Terminology
• Insurance Verification
• Billing Workflows
• Patient Records Management
• Data Entry
• Filing And Scanning
• Patient Flow Coordination
• Time Management
• Attention To Detail
• Confidentiality
• Office Software
• Referral Processing

Job areas

• Healthcare
• Administrative
• Customer Service & Support