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Health Office Administrative Assistant

Job Details

Hiring OrganizationConestoga College
Post NameHealth Office Administrative Assistant
Qualification Any Graduate
Employment TypeFull-Time
Work Hours8 Hours
Salary CAD 28 To CAD 33 Per Hour
Kitchener, Ontario, Canada N2A 0A3

Job Description

The Health Office Administrative Assistant works as an integral member of the Student Health and Wellness team. The incumbent is the first point of contact for students exploring services and engaging with Student Health and Wellness Services (Medical Care, Counselling, and Peer Support).

The Health Office Administrative Assistant provides frontline customer service, assesses inquiries, makes decisions regarding the nature and immediacy of client needs, and problem-solves urgent situations and crises as needed to ensure responsive client service. The incumbent works closely with management and staff to ensure effective processes, consistency in data collection and management, and efficient financial management processes are followed.


  • Provides front-line communication in person, via telephone, and online assisting or appropriately referring to ensure a high level of client care and confidentiality
  • Ensures clients are welcomed and accommodated during in-person check-in for appointments and upon departure
  • Authenticates client information by requesting identification such as student ID card along with OHIP, or other private insurance information upon each visit, and ensures all information is accurate, updates as needed
  • Schedules appointments into a nurse practitioner, physician, counselor, and staff calendars; explains appointment booking and billing protocols to clients, as needed
  • Assists with monitoring all Student Health and Wellness email accounts for client inquiries regarding health and wellness, including providing referrals to internal college and community resources, answering service questions, and front-line responses to complaints and concerns
  • Provides guidance and support to clients experiencing problems accessing or obtaining information and services, and refers to appropriate services
  • Compiles data, and submits statistic reports to the Manager
  • Monitors privacy practices on a daily basis by ensuring all personal information is kept private, locked, and secured; Reports any privacy breaches or concerns to the Manager
  • Ensures medical records, both paper and electronic, are appropriately collected, stored, shared, and disposed of, following privacy and retention guidelines for health information
  • Assists with sending and tracking referral requests to external specialists, follow up when needed, and coordinate with a client when an appointment has been set
  • Verifies lab reports have been received; follow up and obtain as needed
  • Maintains an up-to-date Urgent Care Clinic, Hospital, and Pharmacy list for clients
  • Assists with an urgent care need by providing First Aid/CPR backup; Assisting the nurse in the safety of fainting or seizing patient
  • Updates and maintains orientation materials for new employees in Student Health and Wellness
  • Coordinates orientation and training for new staff and physicians including setting up staff resources such as computer and phone access
  • Responsible for office supply inventory, ordering when necessary
  • Balances complete and remits cash reports employee expense reports, and third-party billing payments as necessary.
  • Monitors reconcile and record budget expenses for credit card purchases, POs, internal charge-overs, etc. as necessary. Completes and submits order and work requisitions, which include internal stationery, printing, special events, courier services, and facilities management


  • A two-year Diploma in Health Office Administration or Medical Office Administration is required
  • Three years of Administration experience in a healthcare office, with experience in assessing the urgency of client needs, is required
  • A good working knowledge of electronic medical record systems is required
  • Demonstrated customer service skills to deal tactfully and effectively with a variety of stakeholders including vulnerable clients
  • Excellent knowledge of medical terminology. Minimum 50 words per minute typing speed
  • A clear understanding of accounts payable and receivable processes
  • Clear, concise communicator with the ability to ask appropriate questions to better understand inquiries before responding
  • First Aid and CPR training
  • Excellent judgment and sensitivity when dealing with vulnerable or difficult clients and requests for information that are sensitive in nature
  • Ability to obtain and analyze information to respond appropriately to urgent health care needs of clients
  • Advanced skills in Microsoft 365
  • Demonstrated ability to learn and adapt to new/emerging technology tools
  • Knowledge of electronic medical record systems, OHIP billing, medical office systems, and medical terminology
  • Demonstrated understanding of privacy legislation (PA, PHIPA, PIPEDA, and FIPPA, ) and ability to apply best practices in maintaining the confidentiality of health information
  • Ability to establish positive working relationships with clients and colleagues
  • Excellent problem-solving and conflict resolutions skills
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