Medical Office Assistant, Student Wellness Services

Description

Student Wellness Services in Student Experience and Support is currently seeking a Full‑time Regular Medical Office Assistant.

Student Wellness Services supports and empowers students to achieve and maintain good health and well‑being through family medicine/primary care, psychiatry, nursing, counsellors, Student Support Advisors, chiropractors, and massage therapists in a clinic setting. As a member of the Student Wellness Services team, this position reports to the Director, Health and Counselling Services. This position works 35 hours per week, within the AUPE Collective Agreement, with hours of work ranging from 8:30 am to 4:30 pm, Monday through Friday.

All accountabilities, tasks, and duties require compliance with the Health Information Act (HIA), and adherence to privacy and confidentiality regulations and protocols.

• Greeting students, staff, and visitors upon entry to the clinic.
• Checking in students and ensuring that their demographic information is current and up-to-date.
• Initiating and inputting billing processes, including third‑party payees, through the electronic medical record and collecting payments from students.
• Balancing cash daily to the computerized booking/receipt schedule.
• Managing telecommunication systems.
• Handling queries and complaints over the phone and in person.
• Transferring calls as necessary.
• Receiving, sorting, distributing, and dispatching daily mail.
• Handling printing, photocopying, and faxing.
• Maintaining hygiene and safety standards of the reception waiting area, including refilling supplies.
• May be required to direct students to examination/clinic rooms and prepare examination rooms under the supervision of nursing.
• Responsible for rooming all chiropractic visits.
• Other clerical duties as required.

• Managing patient appointments made online, in person, and over the phone; requires knowledge and understanding of the integration between Medeo, Ocean, and Accuro; and Titanium.
• Electronic and paper patient medical record management.

• Responding to and de‑escalating students who present in distress; requires knowledge of Student Wellness departments, where to refer students within the University and in the community, and liaising with other roles as needed.
• Reviews, actions, and routes incoming laboratory and diagnostic imaging results to appropriate provider, including urgent and emergent results.
• Provider schedule changes, and rebooking of students when changes impact current booked appointments.
• Performs chart corrections as needed.
• Prepares correspondence as necessary for students and staff.
• Charts transfers, including Health Information Act (HIA) requests from students or appointed representative, for transfers of care or third‑requests (such as lawyers and insurance companies).

• Reviews, actions, and routes outgoing referrals to other providers and specialists.
• Reviews and actions incoming responses from referral locations for adherence to the College of Physicians and Surgeons of Alberta (CPSA) Standards and follows up with referral locations as required.
• Reviews, actions, and routes incoming referral decisions to appropriate provider within the clinic.
• Reviews, and actions referrals from family medicine/primary care to psychiatry within the clinic. Includes booking specialist appointment with psychiatry for students, and informing them of the same.

• High School Diploma or equivalent required.
• Medical Office Assistant/Unit Clerk certification preferred.
• 1-2 years working in a primary care or allied health clinic preferred.
• Computer literacy required including competency in Microsoft Office Suite.
• Electronic medical record and billing system…