Medical Office Administrator

Full-Time Medical Office Administrator

Location: Saint John, NB
Practice: Orthopaedic Surgery
Reports to: Dr. Jacob Matz
Hours: 40 hours per week
Start date: Flexible; position available immediately.

About the Position

Dr. Jacob Matz's orthopaedic surgery practice is seeking an organized, dependable and patient-focused Medical Office Administrator to manage daily office operations and support efficient patient care. The successful candidate will work closely with Dr. Matz within a group practice alongside eight other orthopaedic surgeons and their medical office assistants. Strong communication skills, attention to detail, discretion and the ability to follow tasks through to completion are essential.

Key Responsibilities

Patient reception and communication

• Greet and register patients in a professional, welcoming and helpful manner.
• Verify and update patient demographic and contact information.
• Coordinate patient flow and communicate delays or concerns to the physician.
• Manage incoming telephone calls, emails and other correspondence; take accurate messages and route clinical questions to the physician.
• Communicate professionally and compassionately with patients, families, referring offices and other health care providers.

Referrals appointments and surgical bookings

• Receive, organize and track referrals for physician review.
• Coordinate appointments and maintain accurate physician schedules.
• Manage appointment and surgical wait lists, cancellations and rescheduling.
• Coordinate surgical bookings and hospital admissions with the appropriate hospital departments.
• Communicate physician-approved appointment, surgical and preparation instructions to patients.
• Track outstanding referrals, bookings and administrative requests to support continuity of care.
• Prepare consent documentation and witness patient signatures as directed.

Billing and payment administration

• Prepare, submit and reconcile fee-for-service billings to Medicare, WorkSafeNB and other third-party payers.
• Follow up on rejected claims, billing discrepancies and outstanding payments.
• Coordinate requests for third-party forms and reports, including collecting applicable fees and issuing receipts.

Electronic records and correspondence

• Maintain accurate, organized and confidential electronic patient records.
• Ensure relevant referrals, reports, imaging information and correspondence are available for scheduled appointments.
• Prepare and proofread physician correspondence and clinical documentation from dictation or draft material within the electronic medical record.
• Prepare administrative portions of patient forms and reports for physician review.
• Process incoming and outgoing documents and coordinate authorized requests for patient records.
• Communicate with pharmacies, consultants, family physicians and other health care providers as directed.

Office operations

• Order and maintain office and examination room supplies.
• Maintain clean, organized examination rooms and coordinate cleaning and restocking.
• Assist with the care and maintenance of office equipment.
• Complete daily opening and closing procedures.
• Develop and maintain efficient office procedures and tracking systems.
• Collaborate with other medical office assistants to coordinate shared office needs and coverage.

Required Qualifications

• Medical Office Administration or Medical Office Assistant diploma, or an equivalent combination of relevant education and experience.
• Previous experience in a medical office or a comparable administrative setting.
• Knowledge of medical terminology and medical office procedures.
• Proficiency with Microsoft Windows, Microsoft Office, email and electronic document management.
• Strong written and verbal communication skills, including accurate spelling, grammar and proofreading.
• Ability to prepare, organize and maintain patient records.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Assets

• Previous experience in an orthopaedic or other surgical practice.
• Experience coordinating referrals, surgical bookings and wait lists.
• Familiarity with provincial fee codes, Medicare billing, WorkSafeNB and third-party billing.
• Experience using electronic medical record systems, particularly PS Suite, CHR or Profile.

Personal Attributes

• Compassion, patience and sensitivity to patients' needs.
• Strong organization, planning and time-management skills.
• Accuracy and attention to detail.
• Ability to prioritize competing demands, meet deadlines and remain professional in a busy office.
• Initiative, sound judgment and the ability to work independently.
• A collaborative approach and reliable follow-through.

Working Environment

This position is based in a group practice with eight other orthopaedic surgeons and their respective medical office assistants. The regular work week is 40 hours. Occasional flexibility in working hours is required to accommodate clinical schedules and office needs. Vacation requests will be coordinated in advance to maintain adequate office coverage.

How to Apply

Please submit a cover letter and résumé to [email protected], with the subject line Medical Office Administrator Application. References will be requested from shortlisted candidates.