Medical Office Administrator; Casual

Position: Medical Office Administrator (Casual )
Job Details

Job Title:

Medical Office Administrator (MOA)
Status:
Casual

Schedule:

Between Monday – Friday, 8:00 a.m. – 4:00 p.m.

Location:

On-site at The Newly Institute Edmonton Clinic  Street, Edmonton, AB T5V 0B5)
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.
What You Will Do  Reporting to the Manager of Clinical Services, you will enjoy a varied role that includes client service, finance, administrative, and technical duties. You will be the warm and welcoming face of the Clinic and use your talent for customer service excellence to serve our clients. You’ll work in a rapid‑paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.
Accountabilities  Client Service   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. Disseminate information as necessary.
Book and manage client appointments, including virtual appointments.
Collaborate with clinical team/Manager to ensure the completion and booking of all client appointments, and processes.
Collaborate with administration and clinical teams to ensure up‑to‑date schedule changes and bookings.
Welcome and orient clients to clinic space, providing high‑quality customer service.
Finance Administrative Accountabilities   Develop IOP/Flex/Top Up and other private client payment plans, indicating payer, payment amount, method, interval, and dates.
Update and revise revenue tracking sheet to accurately reflect monthly payments of clients in IOP, Flex, and other private programs.
Complete timely and accurate billings including WCB and AHCIP, 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.
General Administrative Accountabilities   Complete opening and closing duties, as required.
Develop, maintain, and distribute client and clinical schedules such as WCB client IOP/Flex clients, physician schedules and absences, clinician schedules and absences.
Develop and maintain client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB S Filters, referrals, historical documentation, and other supporting documentation and information.
Prepare and distribute clinical documents such as WCB reporting, IOP/Flex discharge summaries, prescriptions, doctor’s 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.
Technical Accountabilities   Book virtual meeting and appointments, as required.
Ensure clients have access to online services, including Pomelo and Homecoming.
What You Bring  Experience   Minimum of two years of experience in an office or clinic administration role in a fast‑paced environment is required.
Minimum of two years of experience providing superior customer service and support is required.
Experience working in a public or private practice that provides mental health services is a significant asset.

Experience with WCB billing, online billing, and scheduling is an asset.
Equivalencies of experience may be considered.
Education   High school diploma is required.
Post‑secondary diploma in Medical Office Administration or a similar field is an asset.
Technica…