Medical Office Administrator MOA
Medical Office Administrator MOA
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Job Description
JOB DETAILS
Status: Fulltime Permanent
FTE: 1.0 40 hours/week)
Vacancies: 1
Schedule: Monday Friday 8:00 a.m. 4:00 p.m.
Location: The Newly Institute Halifax Nova Scotia #Bayers Road Halifax Nova Scotia B3L 2C2
ABOUT THE NEWLY INSTITUTE
The Newly Institute was founded to provide longlasting change within the mental health industry our community and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purposebuilt mental health clinics across Canada. By fusing a biopsychosocialspiritual treatment model with medically managed therapies our intensive outpatient programs provide rapid access rapid resolution and rapid return to work and healthy lifestyle programs for anxiety depression addiction posttraumatic stress disorder (PTSD) trauma and chronic pain.
We have an exciting opportunity for a MOA to join our innovative purposedriven and multidisciplinary clinical team in our brandnew clinic in Halifax Nova Scotia.
TOTAL REWARDS PACKAGE
Youll work as a valued member of a highly innovative collaborative multidisciplinary team thats passionate about realizing positive client outcomes and in which your voice is heard. Youll be a part of a diverse and inclusive culture where employees feel empowered to show up as their authentic selves and in which wellbeing is prioritized above all else. Our total rewards package includes:
Competitive salary
Four weeks annual vacation
Eight paid annual wellness days
Comprehensive group benefits
Employerpaid health and dental benefit premiums
Health & wellness spending account
Career and professional development opportunities
Regular team and community engagement events
A stunning clinic environment
WHAT YOU WILL DO
Reporting to the Manager of Clinical Services you will be responsible for client service finance administrative facilities management and technical duties. This role acts as the face of the Clinic providing customer service excellence. The Medical Office Administrator also plays a crucial role in providing accurate financial documentation. Comprehensive and accurate administration of client electronic records and reports is an important aspect of the MOAs role. Youll work in a fastpaced environment as an integral member of a dynamic multidisciplinary team while sharing our core values of communication community excellence health and innovation.
Client Service Accountabilities
Answer multiline phone system and emails to ensure well timed communication with clients community partners and potential inquiries.
Prioritize and respond to phone calls voicemails and emails in a timely manner. Disseminating information as necessary.
Book and manage client appointments including virtual appointments.
Collaborate with Intake Coordinator to ensure the completion and booking of all client appointments and processes.
Attend the weekly multidisciplinary rounds to ensure uptodate schedule changes and bookings.
Organize client materials such as backpacks binders and brochures. Ensure materials are available and ready for new clients and cohorts.
Oversee logistical management of clinical programs. Maintain list of active participants contracts payments and invoicing
- Welcome and orient clients to clinic space providing highquality customer service.
Financial Accountabilities
- Develop Intensive Outpatient Program (IOP)/Flex/Top Up and other private client payment plans indicating payer payment amount method interval and dates.
- Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in IOP Flex and other private programs.
- Complete timely and accurate billings to the provincial plan and funders. Ensuring accurate payment and resolution of rejected bills.
- Invoice clients and funders in Flex/IOP programs timely and accurately. Track payments with followup as needed.
Operations/Facilities Accountabilities
- Communicate with facilities management and contracting services such as cleaning repairs IT security etc.
- Ensure proper maintenance and operation of office equipment.
- Organize The Newly Institutes interclinic and collaboration logistic needs. Includes but not limited to training communication of schedules and information virtual meetings etc.
Administrative Accountabilities
- Complete opening and closing duties as required.
- Develop maintain and distribute client and clinical schedules such as WCB (Return to Work) client IOP/Flex clients physician schedules and absences clinician schedules and absences.
- Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB referrals historical documentation and other supporting documentation and information.
- Prepare and distribute clinical documents such as WCB or RCMP reporting IOP/Flex discharge summaries prescriptions doctors notes and other associated documents.
- Handle and distribute mail.
- Prepare monthly data submissions.
- Facilitate the delivery and post office items and information.
- Fax scan shred and photocopy documents.
- Oversee ordering of office equipment and supplies.
WHAT YOU BRING
Experience
A minimum of 2 years of experience as an office or clinic administration in a fastpaced environment is required.
A minimum of 2 years of experience providing superior client service is required.
Experience with WCB billing online billing and scheduling is an asset.
Equivalencies of experience may be considered.
Education
A postsecondary certificate or diploma in Medical Office Administration or Administrative Information Management is required.
Equivalencies of education may be considered.
Technical Competences
Proficiency in the Microsoft Office Suite including Word Excel PowerPoint Outlook and Teams is required. Proficiency with Electronic Medical Records (EMR) systems is also required.
Background Check
Offers are conditional subject to employment reference checks and a clear police background check.
DIVERSITY EQUITY AND INCLUSION
We actively protect our diverse equitable and inclusive workplace where we are empowered to show up as their authentic selves. We welcome applicants of all races colours places of origin ancestries religious beliefs genders/gender identities/gender expressions sexual orientations ages sources of income family/marital statuses and physical and mental disabilities. Our hiring practices ensure that all qualified candidates are considered and decisions are meritbased.
ACCESSIBILITY
The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection request accommodation please email
APPLICATION CLOSING
The posting will remain open until the role is filled. We thank all applicants for their interest; however only shortlisted candidates will be contacted.
Required Experience:
Senior IC
Employment Type
Full-Time
