Medical Office Administrator

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Job Number:  J0124-0533

Job Title:  Medical Office Administrator

Job Type:  Continuing Full Time

Department:  Health & Counselling Services

Job Category:  Health Services

Number of Positions:  1

Date Posted (dd/mm/yyyy):  01/02/2024

Closing Date (dd/mm/yyyy):  11/02/2024

Salary (with Salary Rate):  71,085.00 - 77,752.00/Year

Employee Group:  CUPE 2424

Salary Level:  9PE

Hours Per Week:  35

Date Position Available:  04/03/2024

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

The Medical Office Administrator is a member of the Health & Counselling Services (HCS) management team. Under minimum guidance from the Director, the incumbent participates in the administration of the medical office operations on a day-to-day basis in collaboration with the Management Team and the Senior Physician and ensures that all team members adhere to prescribed policies and procedures.

The Administrator supports the administrative team on issues and policies; co-ordinates the appointment scheduling; deals with enquiries and complaints; provides support for the billing office according to HCS, University policies and Ministry of Health regulations. The Administrator is responsible to organize, input, and maintain the work schedules for medical providers as well inputting the counselling schedules into the EMR program.

The Administrator provides training for the Electronic Medical Record program to administrative staff and provides day to day navigational support to all staff on an ad hoc basis. The incumbent troubleshoots IT problems and coordinates calls to IT Services and to EMR service providers.

The incumbent must possess the following qualifications:
• To meet the responsibilities of this position the incumbent needs significant experience in a health care setting;
• Expert knowledge of EMR systems with demonstrated trainer experience; skill and knowledge to interact with patients, and medical team members effectively;
• Demonstrated organizational and supervisory skills; expert knowledge in medical billing practices and policies; the ability to perform multiple tasks simultaneously;
• A high degree of tact and discretion to deal effectively with people, who in most instances are unwell; resourcefulness to administer the medical office policies and procedures.
• The incumbent must demonstrate attention to detail and have strong analytical skills.

The above is normally acquired through the completion of:
• Secondary school and three years’ post-secondary education in business, or equivalent.
• Five years of recent work in an administrative capacity in a medical office with direct experience with scheduling, intake coordination, billing, and related supervision experience

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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