Medical Office Administrator

PRAXES Medical Group, in partnership with Nova Scotia Health, operates Mentor Clinic, a collaborative primary care clinic in Halifax built on the family health team model.
Our interdisciplinary team delivers patient-centered care focused on prevention, holistic health, and proactive care planning. As Mentor Clinic continues to grow, we remain committed to improving access to primary care for Nova Scotians.

The Medical Office Assistant is often the first point of contact for patients and plays an important role in creating a welcoming, professional, and compassionate experience. This position supports patient communication, scheduling, documentation, and administrative workflows while developing competency across core clinic functions.

Note:

This position is based in Halifax, Nova Scotia and the successful candidate must be physically located in Halifax. Flexibility to work some evenings and weekends as required is essential.

• Answer and manage incoming calls and voicemails.
• Respond to patient communications through TELUS Pomelo, email, and other communication platforms.
• Provide information regarding appointments, clinic services, and processes.
• Document and route patient communications appropriately.
• Facilitate communication between patients, providers, care teams, and administrative staff.

• Book, reschedule, cancel, confirm, and coordinate patient appointments.
• Ensure booking accuracy and appropriate appointment selection.
• Confirm upcoming appointments and support continuity of care.
• Assist with referrals, diagnostic bookings, follow-up appointments, and other care coordination activities.
• Process forms and documentation according to clinic workflows.

• Monitor EMR tasks, inboxes, emails, and administrative workflows.
• Manage incoming and outgoing correspondence and documents.
• Complete assigned tasks accurately and within established timelines.
• Monitor and respond to EMR, Teams, and clinic communications.

• Maintain accurate and confidential patient records within the EMR.
• Verify and update demographic and health card information.
• Document patient communications and administrative actions accurately.
• Adhere to privacy, confidentiality, and clinic policies.

Must have:

• Experience working in health care or primary care
• Medical Office Admin training course
• Medical Office Admin experience with Telus Med-Access EMR
• Ability to work flexible hours, including evenings and weekends as required.
• Strong organization skills; very task oriented
• Solid computer skills with working knowledge of Microsoft Office
• Excellent communications skills, on the phone, in person, and by email.

• Action Oriented and Self-motivated– Takes on assigned tasks with enthusiasm and completes them in a timely manner. Proactively identifies tasks that need to be done and does them. Is able to act on tasks with minimal supervision.
• Detailed and Organized – Keeps track of tasks and other activities that need to be done, with timelines for completion. Knows how to get things done both through formal channels and the informal network.
• Team Player – Works closely with other Medical Admins to divide up the work tasks, and makes sure the workload is balanced. Proactively asks other team members if they need help.
• Professional Work Presence – Displays professionalism in all aspects of work, including appearance, interactions, and quality of output.
• Problem Solver – Quickly finds common ground and solves problems.
• Patient, Caring, & Empathetic– Provides a welcoming, approachable, non-judgmental environment for all patients. Possesses situational awareness and responds to needs of…