Alfa Scan Medical Office Assistant in Caledonia, Ontario at Pancare Inc.

Role Overview

We are seeking a friendly, organized, and detail-oriented Medical Office Administrator to join our diagnostic imaging team. This role is the first point of contact for patients at our Ultrasound and X-Ray Clinic, ensuring an exceptional front-desk experience while maintaining efficient administrative support. The ideal candidate will be comfortable in a fast-paced medical environment, handling patient intake, appointment scheduling, and ensuring strict compliance with privacy regulations.

Why Join Us

Join a growing healthcare team where your leadership makes a real difference. Our culture is rooted in Compassion, Unity, Humanity, and Inclusion, and we’re committed to supporting your growth with strong benefits, learning opportunities, and a welcoming, team-first atmosphere.

What You’ll Do

• Greet patients warmly and professionally, creating a welcoming and calm environment.
• Schedule, confirm, and reschedule appointments using clinic scheduling software.
• Register new patients and update existing patient information accurately.
• Answer phone calls and respond to patient inquiries with professionalism and empathy.
• Verify health card or insurance information and ensure pre-authorization when required.
• Prepare and maintain accurate patient records in the electronic medical system (EMR)
• Coordinate with sonographers, radiologists, and referring physicians to streamline workflow.
• Process uninsured billing payments.
• Maintain cleanliness and organization of the reception and waiting areas.
• Uphold strict confidentiality in accordance with PIPEDA privacy laws.
• Assist with administrative tasks such as filing, faxing, scanning, and correspondence

Quality & Compliance

• Keep everyone in the loop by sharing important updates with staff and doctors.
• Help solve problems quickly and calmly when things don’t go as planned.
• Learn what each physician prefers and help make their day smoother.
• Be a positive team player and support others whenever needed.

Operational Excellence

• Follow clinic procedures and standards with care.
• Keep patient records neat, accurate, and up to date.
• Help with billing info, scanning, phone calls, faxes, and other admin tasks.
• Stay on top of chart updates, lawyer requests, invoices, and reports.

What You Bring

• Diploma or certificate in Medical Office Administration (or equivalent experience).
• A minimum three (3) years of experience in an administrative role
• Previous experience in a medical office, preferably in a diagnostic imaging setting.
• Proficient in medical terminology, especially radiology/imaging terms.
• Strong computer and data entry skills; experience with Velox EMR software preferred.
• Exceptional interpersonal, verbal, and written communication skills.
• Excellent attention to detail and time management skills
• Ability to multitask and prioritize in a busy environment.
• Professional appearance and demeanor.
• Ability to work independently and as part of a team.
• Ability to work from other clinic locations occasionally required

Schedule & Work Environment:

• Clinic hours: [Monday–Friday, 8:00am–5:00pm]
• Some weekend shifts may be required based on clinic needs.
• Sitting and computer use for extended periods; occasional light lifting (e.g., files, supplies).