Medical Office Administrator

Join our team at Capital Family Medicine!

At the family practice of Drs. Kyle and Brittany Gillis, our dedicated team plays a vital role in our patient's healthcare journey. We are committed to providing an exceptional experience for every patient. Our team includes a registered nurse, family medicine residents and a therapy dog. If you thrive in a fast-paced environment, have a passion for healthcare, and enjoy collaborating in a team setting, we'd love to have you on board!

The opportunity: Drs. Kyle and Brittany Gillis, located in Fredericton, NB, are seeking a full-time Medical Office Administrator to join their team. This opportunity is meant for an individual who has experience in administration within a Healthcare setting. If you consider yourself to be a strong communicator who is organized, compassionate, and innovative, this may be the perfect opportunity for you.

Key responsibilities

• Coordinates patient care throughout the clinic: checking in, prepping, escorting to exam rooms, and preparing exam rooms for the next patient.
• Manages incoming/outgoing inquiries by phone and in person in a helpful, respectful and efficient manner.
• Manages and maintains physician's schedule.
• Provides general administrative support to the physicians.
• Maintains electronic medical records via EMR software and prepares routine and ad hoc reports using the EMR system.
• Processes incoming and outgoing mail, faxes and general correspondence.
• Helps order and re-stock office and clinical supplies, ensuring that exam rooms are stocked appropriately.
• Measurements and documentation of patient weight, height, blood pressure, head circumference, length.
• Performs urine dips, as necessary.
• Assist physicians to ensure patient comfort and safety during sensitive procedures/examinations.
• Performs billing procedures (processing payments for provincial, third party, uninsured services and reconciliation).
• Assists with coordination of referrals to specialists, diagnostic imaging, and laboratory testing and conveys pertinent information to the patient.
• Assists with the orientation of new staff and medical residents/students.
• Performs all other related administrative tasks or special tasks.

Qualifications and abilities demonstrated:

• Ability to be efficient, organized and perform a variety of tasks within a fast-paced environment while interacting effectively with patients and healthcare providers.
• A courteous, respectful, empathetic, and helpful individual who exhibits compassion and patience.
• Strong computer skills (including using the internet, electronic medical record system, MS Office software, etc.).
• Ability to effectively operate a switchboard/phone system.
• Demonstrates excellent documentation skills and attention to detail.
• A professional individual with strong interpersonal and problem-solving skills.
• Self-motivated individual who can work independently and as a team.
• Contribute to a culture of continuous improvement by fostering a mindset of innovation, problem solving, and excellence.
• Ability to maintain a high regard for confidentiality and advocacy for patients.
• Proficiency in English is required.

Experience/Education:

• Relevant post-secondary education or medical office admin diploma is an asset.
• Previous experience with Electronic Medical Records (EMR) is an asset.
• Previous related experience in a medical office environment is an asset.
• Knowledge of Medical terminology is required.

Schedule & Location:

• The medical office administrator position requires availability to work on-site from Monday to Friday, 8 hours/day (excluding evenings, weekends, and STAT holidays unless by special arrangement).
• The clinic is located at 1015 Regent st, suite 405 in Fredericton, NB.

Working Conditions:

The successful candidate will be working within a clinical patient environment in direct contact with patients. Personal Protective Equipment (PPE) is provided by employers. A therapy dog is present in the office during working hours.

Why you should absolutely join our team:

Apply for a fantastic opportunity to join a positive teamwork environment where you will benefit from:

• A professional, positive, and inclusive work environment that strives to promote wellness.
• A competitive salary.
• Vacation (flexible, not pre-determined).
• Paid sick/personal days.
• Additional paid time off between Christmas and New Years.
• Office closed on all STAT holidays.
• Free parking.
• Annual performance review with potential for yearly increase or bonus.

Application Deadline: July 8, 2025

Start Date: To be determined with the successful candidate.