Medical Office Assistant ( MOA

About Stem Health

Stem Health is reimagining the primary care experience for individuals who want a more thoughtful relationship with their health. Physician-led and membership-based, we combine medical excellence with the warmth of hospitality anchored in a beautifully designed flagship clinic at First Canadian Place, opening September 2026. Our care model is relationship-based, data-informed, and built on time, trust, and exceptional service.

As a Medical Office Assistant, you are the first voice and first face of Stem Health, the person who sets the tone for every member interaction, keeps the clinical day running smoothly, and ensures nothing falls through the cracks behind the scenes. You bridge the front desk and the clinical team, handling scheduling, communications, billing, and administrative support with equal parts efficiency and warmth.

Reporting to the Clinic Manager, this role begins in Phase 1 as a fully virtual position supporting telehealth operations and member communications remotely. In Phase 2 you will transition on-site to our flagship clinic at First Canadian Place, working in the clinic.

• Greet and welcome members warmly, whether by phone, email, or in person, setting the tone for a premium and personalized care experience.
• Manage patient check-ins and check-outs efficiently, confirming appointment details and updating records in the EMR before and after visits.
• Respond to patient inquiries via phone and email with professionalism and discretion, providing information or directing them to the appropriate provider.
• Coordinate pre-appointment communications: confirmations, instructions, and any required intake forms.
• Manage follow-up actions post-visit: referral coordination, recall scheduling, and sharing relevant documentation with patients as directed by clinicians.

• Own the daily appointment schedule across all providers booking, rescheduling, and cancellations with attention to clinical workflows and provider preferences.
• Manage the schedule for telehealth and in-person visits across Phase 1 and Phase 2, maintaining accuracy and minimizing gaps.
• Proactively flag scheduling conflicts or gaps to the Clinic Manager and clinical leads.

• Process OHIP billing accurately and in a timely manner; reconcile billing discrepancies and follow up on outstanding claims.
• Handle point-of-sale transactions for private pay services, retail sales, memberships, and any applicable fees.
• Maintain accurate and up-to-date patient records in the EMR, including demographics, consents, and visit documentation.
• Prepare and organize clinical correspondence, referral letters, and specialist communication as directed by physicians.

• Support physicians and clinical team leads with administrative tasks that enable smooth day-to-day clinic operations.
• Prepare examination rooms and ensure clinical spaces are clean, organized, and stocked ahead of patient visits.
• Liaise with the Medical Director, clinical providers, and allied health staff to ensure continuity of care and clear communication.

• Handle all patient information with strict confidentiality in compliance with PHIPA and Stem Health's privacy policies.
• Maintain organized physical and digital records, ensuring documentation is accurate, accessible, and audit-ready.
• Support the Clinic Manager with any regulatory or accreditation-related administrative requirements.

• Diploma in Medical Office Administration, Medical Secretary, or a related program required.
• Active registration as a Registered Practical Nurse (RPN) with the College of Nurses of Ontario (CNO) is preferred.
• Minimum 1–2 years of experience in a medical clinic or healthcare setting family medicine experience is strongly preferred.
• Proficiency with EMR scheduling and documentation; experience with OHIP billing is required. Our EMR is Telus Collaborative Health Record (CHR)
• Comfortable with point-of-sale systems and standard office tools (phone, email, electronic filing).
• Experience…