Medical office assistant job description template

Table 1: Position Identification

1. Position Summary

The Medical Office Assistant runs the front desk and paperwork of [ORGANIZATION_NAME], a medical clinic or specialist office. The assistant checks patients in, books appointments, answers phones, keeps the electronic medical record up to date, handles referrals and test results, and bills the provincial health plan and other payers. In smaller offices the assistant may also room patients and get exam rooms ready. The job is done well when patients are booked correctly and seen on time, the right information is in the right chart, bills are submitted and paid, and patient privacy is protected.

2. Key Responsibilities

2.1 Reception and check-in (25% of time)

• Greet patients, confirm their identity and check their provincial health card and contact details at each visit.
• Register new patients in [EMR_NAME] and scan forms and ID into the chart.
• Tell the doctor or nurse when a patient arrives, and keep patients informed about delays.
• Handle walk-ins following the office's policy, and know what to do if a patient arrives unwell (call the clinician or 911).
• Keep the waiting room tidy and stocked with masks and hand sanitizer.

2.2 Phones and scheduling (25% of time)

• Answer phone calls, voicemail, email and patient portal messages, and pass clinical questions to the right clinician instead of giving medical advice.
• Book, change and confirm appointments in [EMR_NAME], following each provider's booking rules for visit types and lengths.
• Send appointment reminders and fill cancellations from the waitlist.
• Book patients for tests and specialist appointments when the office does this.

2.3 Medical records, referrals and results (20% of time)

• Send referrals with the required notes and test results, and track them until an appointment is booked.
• Sort incoming faxes, lab results and specialist letters into the correct chart and flag them to the provider.
• Process requests for medical records and forms only after checking that the request is properly authorized, following the office's privacy policy.
• Prepare forms and letters for provider signature (for example sick notes, insurance forms and driver medical forms), and collect any fees for uninsured services.
• Scan, index and file documents so charts are complete.

2.4 Billing (15% of time)

• Submit claims to the provincial health insurance plan for insured services, using the codes the provider enters.
• Check claim rejections, correct them and resubmit.
• Bill patients, insurers or third parties for uninsured services, and take payment.
• Balance daily payments and prepare the deposit if assigned.

2.5 Clinical support (10% of time)

• Room patients, and clean and set up exam rooms between visits.
• Take height, weight, blood pressure or other measurements if trained and the office allows it.
• Stock exam rooms, check expiry dates on supplies, and help keep vaccine fridge temperature logs if the office asks.
• Follow the office's infection prevention steps, such as cleaning surfaces and handling specimens safely.

2.6 Office tasks (5% of time)

• Order office and medical supplies, and receive deliveries.
• Open and close the office, and report equipment or computer problems.

3. Qualifications & Experience

Table 2: Qualifications Matrix

4. Competencies

Table 3: Core Competencies and Behavioural Indicators

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

The physical and environmental demands described below are those needed to do the main parts of this job. [ORGANIZATION_NAME] will accommodate employees with disabilities under human rights law, up to the point of undue hardship.

Table 4: Physical Demands and Working Environment

5.2 Performance Measures

Table 5: Performance Evaluation Matrix

5.3 Career Path

• Typical Prior Roles: Receptionist, Administrative Assistant, Customer Service Representative, Medical Office Assistant Student.
• Typical Next Roles: Senior Medical Office Assistant, Billing Clerk, Clinic Office Manager, Health Records Clerk.

5.4 Acknowledgement and Sign-Off

This job description lists the main duties and qualifications for the Medical Office Assistant position at [ORGANIZATION_NAME]. It is not a full list of every task. Duties and schedules may change with reasonable notice to meet the needs of the business.

By signing below, the employee confirms they have received and read this job description.

Employee Name (Printed)

Employee Signature

Date (DD-MMM-YYYY)

Manager / Supervisor Name (Printed)

Manager / Supervisor Signature

Date (DD-MMM-YYYY)

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