Medical Office Assistant (MOA) - Permanent, part time, Burnaby

MOSAIC operates on traditional and unceded Coast Salish Territories, the ancestral lands of the s ḵ wx ̱ wú7mesh, sel ̓ íl ̓ witulh, x ʷ məθk ʷ əy ̓ əm, qiqéyt, sc ̓ əwaθən məsteyəx, k ʷ ik ʷ ə ƛ̓ əm, q ̓ ic ̓ əy ̓ , q ʼʷ a:n ̓ ƛʼ ən ̓ , SEMYOME, S'ólh Téméxw (Stó:lō), Stz'uminus, WSÁNEĆ and Matsqui nations where we are privileged to carry out our mission.

WHY YOU SHOULD WORK WITH US:

MOSAIC is one of Canada’s largest settlement non-profit organizations. Our newcomer services change the lives of immigrants, refugees, and individuals from diverse backgrounds in Greater Vancouver and throughout BC. Since 1976, MOSAIC has worked to strengthen communities by advocating for positive changes and supporting newcomers in building their new lives in Canada. As an employer, we are committed to fostering a diverse and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equitable employment opportunities for women, Indigenous Peoples, people with disabilities, persons of diverse sexual orientation, gender identity or expression (2SLGBTQI+), and racialized individuals. We have been recognized in the 2019 List of Best Workplaces™ in Canada (100-999 employees) , the 2020 List of Best Workplaces Managed by Women , and the 2021 List of Best Workplaces™ in Canada (100-999 employees) by the Great Place to Work® Institute. Our employees benefit from many diverse perspectives, taking part in training opportunities for career growth.

Today the organization engages and serves over 26,000 clients per year at 47 service and community locations in Greater Vancouver through a wide range of high-quality settlement and integration programs including services geared towards youth and family, interpretation and translation, language and workplace training, counselling, and employment. As a certified living wage employer and a CARF-accredited organization, MOSAIC is among the country’s largest immigrant-serving organizations and enjoys a superb reputation, a solid financial position, and a hugely compelling mission.

JOIN OUR TEAM!

We are looking for a motivated and experienced Medical Office Assistant who in collaboration with the Clinic team, will provide exceptional care and service to its community members! The ideal candidate will have had experience in a clinical setting and engaged with multiple and diverse stakeholders within the healthcare sector. The ideal candidate will also have exceptional communication skills and a demonstrated track record of working collaboratively with colleagues at all levels of an organization and across sectors. Not sure if you meet 100% of the qualifications? We encourage you to apply anyway!

POSITION SUMMARY:

In accordance with the mission, vision, values, and strategic directions of MOSAIC, client/patient safety is a priority and a responsibility shared by everyone within the organization, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Clinic Manager, the Medical Office Assistant (MOA), provides administrative day-to-day support to the clinic, plays a key role in ensuring a safe and welcoming environment for all individuals, interacting directly with prospective and returning patients who have highly complex medical and social needs through a positive, customer-service oriented and patient-focused approach. The clinic provides longitudinal primary care to unattached patients from four pre-designated priority populations. The clinic provides patients with ease of access to timely, person-centred, continuous, and culturally safe quality health services. As a member of an interdisciplinary team, the Medical Office Assistant, ensures patients and their families are supported in navigating the journey through the clinic.

KEY DUTIES AND RESPONSIBILITIES:

Maintain and handle confidential information appropriately.

Remain current with standards relevant to the program, project, or service.

Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).

Provide administrative and clerical assistance as needed. Including but not limited to:

Coordinate the flow of information internally and externally

Answer and initiate email, fax, and other correspondence;

Maintain bulletin boards, calendars, and staff schedules;

Open and distribute incoming department mail, email, and other material; general instructions or transcribing

Maintain paper and electronic files and databases;

Provide MOA and reception services:

operating a multi-line switchboard or phone, answering/directing incoming calls for staff, and taking messages as needed

Registering new patients and booking appointments;

Answering routine inquiries and providing information of a general nature regarding the clinic;

Receiving visitors, and referring to appropriate areas

Follow up on physician/nurse practitioner orders regarding referrals and diagnostic tests; interdisciplinary team members orders;

Contacting other hospitals/organizations to obtain information as required.

Autoclaving instruments and follow procedures to ensure proper sterilization process;

Taking vitals (blood pressure, height and weight);

Manage and organize room/office supplies.

Provide facility support:

Maintain a welcoming, inclusive, family-friendly environment that provides safety and security for children, parents/caregivers, and the community;

Clean and prepare exam rooms between patients, and rooms patients. Assists patients to feel safe and at ease through a welcoming patient-centered approach.

Cleans and organizes the patient waiting area, office supply areas, clinic rooms, medical equipment, and instruments in accordance with established procedures, as assigned.

Liaises with staff of healthcare and social service organizations, as well as general practitioners’ offices to provide program-related information.

QUALIFICATIONS :

Secondary education and a Medical Office Assistant diploma plus minimum 3 years of recent related office/clerical experience or an equivalent combination of education, training, and experience.

Experience working with people from diverse cultural and lifestyle backgrounds,

Office management principles, methods, and procedures; records retention policies and schedules;

Proficiency in MS Office suite, EMRs, and Health Connect Registry, or other patient database software, Billing and coding software;

Knowledge of social, economic, political, and historical realities impacting Indigenous communities and familiarity with Indigenous Cultural Safety with the concepts of cultural safety/humility and anti-racism preferred, will be considered an asset.

Experience in Primary Care or community and/or specialist office settings that serve communities with multiple barriers to health and wellness equity;

English communication skills, both written and oral, other languages are an asset

Cultural sensitivity

Customer service skills

Organized and able to set priorities and meet deadlines

Able to keep up in a fast-paced, high-stress environment; multi-tasking environment

Critical thinking and problem-solving skills

Able to work independently and with a team

Attentive to detail

Tactful, discrete, diplomatic, patient, flexible; able to maintain confidentiality

HOURS: 30 hours/ week, permanent part time position.

Wednesday to Saturday shift ( e.g. Wednesday 11am-7pm, Thursday 9am-5pm, Friday 9am-5pm, Saturday 9am-5pm).

The successful candidate must be able to commute to our Edmonds Clinic location at 306-7366 Edmonds Street

Burnaby, British Columbia.

COMPENSATION:

$26.63 - $28.81 per hour

BENEFITS: A competitive benefits package is provided with contracts of at least 1 year in length and which offer a mi