Medical Office Administrator

Join Our Team!

At the Rothesay Family Health Clinic our dedicated team plays a vital role in our patients' healthcare journey. We are committed to providing an exceptional experience for every patient. 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:

The Rothesay Family Health Clinic located in Rothesay, NB, is seeking a Full Time, Medical Office Administrator to join their team.

This opportunity is meant for an individual who has experience working as an office administrator within a health care setting. This position is the central role in the clinic and the important point of first contact for patients. It requires a motivated person who excels in multitasking and self-direction - someone who looks for what needs to be done. Confidentiality, patient service and conflict resolution are essential.

Key Responsibilities, as required/applicable:

• General office management:
  • Opening and closing the office (setting alarm, locks, lights)
  • Maintaining and ordering office, exam, and clinical supplies (paper, toner, water, bathroom supplies, etc.)
  • Keeping office and waiting room neat and tidy
  • Cleaning up and disinfecting exam rooms between patients
  • Washing dishes, cleaning up kitchen area
  • Wiping down commonly touched surfaces in hall and exam rooms with disinfectant on regular schedule
  • Potential for occasional evening coverage (e.g., flu shot clinic)
• Patient management:
  • Greeting patients, escorting patients, assisting those who require physical assistance
  • Answering phones, scheduling appointments, calling patients for return office visits
  • Maintaining accurate demographic and contact information for patients in our Electronic Medical Record (EMR)
  • Contacting consultants and services to arrange appointments as required
  • Ensuring requisitions and forms are labeled and completed
  • Enforcing office policies with respect to no-shows, late arrivals
  • Packaging up specimens for delivery to hospital lab, dropping off specimens when required
  • Testing urines (pregnancy test, urinalysis) and entering results into Electronic Medical Record (EMR)
  • Checking blood pressures, weight as required and entering into EMR
• Data management:
  • Scanning results, consult letters and other documents into EMR
  • Entering data into EMR (immunizations, ORs, procedures, lab values)
  • Managing "EMR Messages": creating tasks appropriately for MDs, accomplishing MOA tasks
  • Sorting and distributing labs and mail into folder system
• Financial Management:
  • Receiving payments and issuing receipts for services not covered by Medicare
  • Maintenance of float and petty cash
  • Entering Medicare billings for work inside and outside of the office (hospital care, obstetrics, on call billings, alternative clinics if applicable)
  • Reconciliation and submission of claims enquiries
  • Recording hours worked

Experience/Education required:

• Experience as an administrative professional within a medical environment is considered an asset.
• Medical office administration diploma or equivalent education/experience is an asset.
• Experience using an electronic medical record software (EMR) is an asset.
• Experience with physician billing processes is considered an asset.
• Experience managing referrals and specialist consultations is considered a strong asset.
• Familiarity with medical terminology.
• General knowledge of the New Brunswick medical system is an asset.

Qualifications:

• Strong computer literacy and proficiency with Microsoft Office applications.
• Ability to multitask and prioritize effectively in a busy clinical environment.
• Self-motivated individual who works well independently and as a team.
• Ability to maintain a high regard for confidentiality and advocacy for patients.
• Demonstrates excellent documentation skills and attention to detail.
• Strong communication and conflict resolution skills.
• Strong interpersonal skills.
• Exhibits compassion and patience.
• Contribute to a culture of problem solving, collaboration, innovation, and excellence.
• Due to operational needs, proficiency in English is required, proficiency in French is considered an asset.

Working Conditions & Location:

• The Medical Office Assistant position requires availability to work from From Monday to Friday. Hours are 8:00 AM - 4:30 PM Monday through Thursday and 8:00 AM until 12:00 PM on Friday. This schedule excludes evenings, weekends, and statutory holidays.
• The successful candidate will be expected to primarily work on-site.
• The clinic's team currently includes five Physicians, one RN and 3 administrative support staff members.
• The clinic is located at 122 Hamptom Rd, Rothesay NB.

Why you should join our team:

Apply for an exciting opportunity to join a positive, collaborative healthcare team where your contributions are valued and your well-being is supported. As a member of our team, you will benefit from:

• A professional, positive, and inclusive work environment that promotes employee wellness and work-life balance.
• Training and support in the clinic's electronic medical record (EMR) system.
• An opportunity to help build and shape a growing medical practice.
• Vacation (flexible, not pre-determined).
• Paid sick/personal days.
• No evening or weekend work is required.
• The office is closed on all STAT holidays.
• Free on-site parking.

Compensation: We offer a competitive compensation package within the range of $ 21-$24 per hour. Placement within the range will be determined based on the successful candidate's experience, qualifications, and relevant skills.

Estimated start date: As Soon As Possible
Specific start date will be determined with the successful candidate.

Application deadline: Sept 4th 2026
Candidates will be evaluated on a rolling basis until the position is filled.