What a medical office assistant does
A medical office assistant runs the administrative side of a medical practice. They book and manage appointments, maintain patient records, process referrals and requisitions, handle OHIP billing and keep the physician's day moving. In a small office they may be the only administrative staff member, so their accuracy affects everything from patient experience to monthly revenue. An organized MOA gives physicians more time with patients and fewer billing problems to correct.
Medical office work is specialized. Strong general office skills help, but an MOA also needs to understand medical terminology, health card validation, the practice's EMR and how to protect personal health information. Finch learns which systems you use, the volume and type of patients you see and how your physicians like to work. We then screen candidates for that specific knowledge before you meet them.
Typical responsibilities
- Schedule appointments, procedures and follow-ups in the practice's EMR
- Submit and reconcile OHIP claims and follow up on rejected claims
- Process referrals, requisitions, consultation letters and incoming reports
- Validate health cards and keep patient records accurate
- Handle third-party billing for forms, notes and uninsured services
- Protect patient privacy in line with Ontario's Personal Health Information Protection Act (PHIPA)
Qualifications and credentials
- Medical office administration diploma or certificate, or equivalent experience
- Working knowledge of OHIP billing and claims reconciliation
- Experience with an Ontario EMR such as Accuro, OSCAR Pro or PS Suite
- Solid grasp of medical terminology
- Strong organization, typing accuracy and a professional phone manner
Who hires a medical office assistant
- Family practices and family health teams
- Specialist offices
- Multi-physician medical clinics
- Diagnostic and imaging clinics
- Hospital outpatient departments
Where we recruit medical office assistant candidates
We fill medical office assistant roles for employers across Toronto and the GTA, including North York, Scarborough, Etobicoke, Vaughan, Markham, Richmond Hill, Mississauga, Brampton, Oakville, Burlington, Oshawa and Pickering, and for employers across Canada. GTA employers can meet us at our North York office by appointment.
What Finch checks before you meet a candidate
- Test knowledge of OHIP billing and the handling of rejected claims
- Confirm hands-on experience with your EMR or a comparable system
- Check understanding of patient privacy and confidentiality
- Assess organization and communication through scenario questions
- Check references from physicians or office managers
Interview questions to ask
- How do you handle a batch of rejected OHIP claims?
- A patient arrives without a valid health card. What do you do?
- How do you prioritize when the phones are ringing, the waiting room is full and a physician needs a referral sent now?