Medical Office Administrator (MOA)

JOB DETAILS

Status: 0.6 FTE Permanent with the possibility of Full Time

FTE: 0.6 (40 hours/week)

Schedule: Between Monday Friday 8:00 a.m. 4:00 p.m.

Location: The Newly Institute Fredericton New Brunswick (#6 5 Acorn Street Fredericton New Brunswick)

ABOUT THE NEWLY INSTITUTE

The Newly Institute was founded to provide long-lasting 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 purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual 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 post-traumatic stress disorder (PTSD) trauma and chronic pain.

We have an exciting opportunity for a MOA to join our innovative and multi-disciplinary team in Fredericton.

WHY JOIN THE NEWLY INSTITUTE

Youll work as a valued member of a collaborative supportive team and contribute to a growing and dynamic organization. Our total rewards package includes:

• Competitive salary
• Four weeks annual vacation
• Eight paid annual wellness days
• Comprehensive group benefits
• Employer-paid health and dental benefit premiums
• Health & wellness spending account
• Career and professional development opportunities
• Regular team and community engagement events
• A stunning and inclusive work 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 fast-paced 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 multi-line 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 up-to-date 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 high-quality 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 follow-up 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 inter-clinic 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 fast-paced 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 post-secondary 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 merit-based.

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