Primary Purpose: To provide both clinical and clerical support in a primary health care (family practice) setting, contributing to the effective delivery of patient care and the smooth operation of an academic teaching clinic. Working as part of an integrated interdisciplinary team, the MOA supports physicians, nurses, residents, and medical students through direct patient interaction, coordination of clinic procedures, reception duties, and administrative tasks. This role is essential in maintaining a patient-centred environment while also supporting the educational mission of the Department of Family Medicine.

Nature of Work: Reporting to the Clinic Manager and receiving direction from clinic nursing staff, the MOA works within a busy Family Medicine clinic at West Winds Primary Health Centre. The clinic operates within a primary health care model and is also a teaching site for the Department of Family Medicine. The MOA plays a key role in supporting this academic environment by working closely with medical students and Family Medicine residents during their clinical time. 

The position involves daily interaction with patients, physicians, nurses, learners, and interdisciplinary team members. Tasks require a broad range of clinical, technical, and administrative knowledge. The role demands strong organizational skills and the ability to work independently while exercising sound judgment and discretion. The incumbent must work collaboratively, support day-to-day clinic operations, and contribute to the delivery of high-quality, patient-centred care in both clinical and educational contexts. This role offers ongoing opportunities for professional growth through participation in training, feedback systems, and continuous improvement initiatives.

Accountabilities:

Reception & Front-End Operations

Greet and check in patients, visitors, and learners. Answer and direct phone calls; manage appointment bookings and reminders. Coordinate appointment scheduling and adjustments, including complex bookings, urgent visits, and provider-directed follow-up tasks – as requested by physicians, residents, or staff. Update patient demographics and scan documents into the EMR (Med Access). Process payments using the point-of-sale (POS) terminal. Interact respectfully and professionally with patients, staff, learners, and the public. Manage incoming documentation by scanning, categorizing, and electronically filing mail, faxes, and medical records in the EMR; ensure timely and accurate data entry to support continuity of care. Carry out other duties as assigned to support clinic flow and team priorities.

Clinical & Patient Support

Direct patients to appropriate exam rooms or areas. Escort patients and provide preparatory education for appointments and procedures. Prepare and stock exam and treatment rooms; ensure infection control standards are met. Wipe down exam tables, counters, and equipment after procedures and pelvic exams; perform weekly deep cleaning of exam rooms in alignment with infection control protocols. Take and record vital signs including blood pressure, height, weight, and visual acuity. Assist physicians and residents during minor procedures by preparing instruments, supporting patient positioning, and ensuring timely cleanup and documentation. Perform in-clinic testing: urinalysis, pregnancy tests, glucose, hemoglobin, and ECGs. Package lab tests and coordinate courier pickups. Maintain and update vaccination lists and restock injection areas. Monitor clinic cleanliness and supply levels to ensure adherence to infection control and SHA clinical standards.

Administrative & Coordination

Organize and assign daily room usage. Maintain inventory, order supplies and medications. Organize, dispose of, and restock sample medications. File paper and electronic patient documents. Monitor and maintain procedure lists and workflow documentation. Communicate with EMR and SHA tech support. Identify and troubleshoot EMR or system issues in collaboration with technical support to minimize disruptions to clinic operations. Compile and send patient charts for transfers or insurance. Coordinate patient referrals by preparing requisitions, liaising with external clinics and hospitals, and ensuring patients are informed of next steps. Handle requisitions, patient emails, and follow-up coordination.

Team & Learning Environment Support

Orient new residents, medical students, and staff to the clinic and EMR. Collect and organize patient and team feedback forms for residents; ensure forms are submitted, stored, and accessible for faculty review. Complete and submit quarterly team feedback forms for learners. Create and maintain onboarding materials (checklists, workflow binders). Participate in training modules and contribute to a culture of learning. Contribute to ongoing quality improvement initiatives by offering workflow suggestions, participating in team discussions, and supporting implementation of process changes.

Education: Completion of Grade 12 and a certified Medical Office Assistant (MOA) course is required. Relevant and equivalent on-the-job training and experience in a family physician or primary health care environment may be considered.

Individuals hired in this position must be able to learn the specific requirements of their assigned roles, as role-specific skills will be taught on the job. The ability to perform moderately demanding physical tasks may be required.

Experience: Minimum of three years of recent experience in a family practice or primary health care clinic is required, along with regular interaction with a broad range of the public. Experience working in a computerized environment is essential. Familiarity with electronic medical records (preferably Med Access) and medical terminology would be definite assets. Experience working in diverse and inclusive environments is required.

Skills: Clear and effective communication skills (oral and written), along with strong organizational, time management, and interpersonal abilities. Demonstrated discretion when handling confidential information. Proficiency in word processing, accurate keyboarding, and attention to detail are essential. Familiarity with computer systems and excellent working knowledge of electronic medical records are required.

Inquiries regarding this position can be directed to Melanie Libke at melanie.libke@usask.ca.