Medical Office Assistant

JOB TITLE: Medical Office Assistant

NAME & TITLE OF IMMEDIATE SUPERVISOR: Dr. Jamila Belhadjsalah, MD, CCFP

CLINIC LOCATION: 1015 Regent St. Suite 405 Fredericton NB

DATE: November 17, 2025

EMPLOYMENT TYPE: Full Time, Permanent

Join our friendly and fast-paced medical practice, where your professionalism and compassion make a real difference every day. As the first point of contact for our patients, you'll help create a positive experience while supporting a collaborative clinical team that truly values your skills, your ideas, and your growth. The Medical Office Assistant provides a variety of reception and secretarial services.

Responsibilities:

Reception Activities:

• Greets and registers arriving patients
• Verifies information in the patient medical record
• Manages the patient waiting area and keeps patients informed of any delays
• Coordinates patient movement and reports problems to the physician as appropriate
• Operates the phone system, answers incoming calls and responds, screens, directs the call or takes messages as appropriate
• Schedules and coordinates patient appointments
• Assists with coordination of referrals to specialists, diagnostic imaging, and laboratory testing and conveys pertinent information to the patient
• Processes payments for uninsured services
• Reconciles payments and re-submits unpaid bills

Administrative Support Activities:

• Prepares reports, letters and general correspondence as required
• Manages the physician's schedule
• Processes incoming and outgoing mail, faxes and general correspondence
• Provides general administrative support to the physician
• Maintains effective communications with physicians and coworkers
• Prepares routine and ad hoc reports using the EMR system
• Typing of letters, other correspondence and special reports as requested
• Use and support office equipment including facsimile machine and photocopiers
• Perform other administrative duties such as filing, data entry and relaying messages

General Patient Care Activities:

• Ensures examination rooms are 'loaded' as quickly as possible to prevent patients waiting in waiting room and to prevent the physician waiting for the patients
• Escorts patients into examination rooms and prepares the patient for an examination as per the physician's instruction
• Measures and documents patient weight, height, blood pressure, head circumference and length
• Performs urine dips as necessary

General Activities:

• Orders and re-stocks office and clinical supplies
• Office laundry services as needed
• Maintains a clean and orderly work station and patient waiting area
• Ensures examination rooms are prepared for the day (Pap kits, requisitions labelled)
• Assists with the cleaning and maintenance of equipment and stocking/refreshing of exam rooms
• Cleaning and sterilizing instruments and examination tables and surfaces following universal precautions
• Coordinates out-sourced services including but not limited to facility maintenance and cleaning as needed
• Performs daily office opening and closing procedures
• Assists with the orientation of new staff and residents as necessary
• Other related duties as may be assigned

QUALIFICATIONS

Education and Experience:

• Relevant post secondary education
• Previous related experience in a medical office environment
• Previous experience with Electronic Medical Records (EMR), preferably Intrahealth
• An equivalent combination of education and experience may be considered

Job Skills and Demonstrable Abilities:

• Knowledge of medical terminology
• Strong computer skills
• Ability to effectively operate a switchboard/phone system
• Ability to prioritize and perform a variety of tasks under pressure
• Strong problem solving skills
• Strong time management skills
• Ability to work both independently and as part of a team
• Ability to interact effectively with patients and health care providers

Personal Attributes:

• Organized and efficient
• Professional
• Courteous, respectful, empathic and helpful
• Self motivated

WORKING CONDITIONS

• Monday - Friday, 8:30-4:30 (no evenings, weekends, and STAT holidays)
• Clinical patient environment
• Direct contact with patients who may be infectious
• Occasional handling of instruments or other materials contaminated with bodily fluids (for disposal or sterilizing/cleaning purposes)

WHY YOU SHOULD JOIN OUR TEAM

Apply for a fantastic opportunity to join a positive team work 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
• No evenings and weekends (Office closed on all STAT holidays)
• Free parking