Job Description
#LI-DNI Job Description
Position Title: Infusion/Injection Medical Office Assistant – The Catalyst Centre (Infusion/Injection Clinic)
Location(s): Oshawa, Whitby, Ajax
Employment Type: Part-Time, Weekdays 7:30 am – 3:30 pm
Reports To: Charge Nurse
Position Overview: The Infusion/Injection Medical Office Assistant (MOA) plays a critical role in supporting the daily operations of the infusion and injection clinic. This position is responsible for patient coordination, administrative support, and front desk management while ensuring a smooth, professional, and patient-focused experience. The MOA is the first point of contact for patients and is key in maintaining accurate records, scheduling, and communication among staff and referring providers.
Duties and Responsibilities: The Employee shall perform the following duties and responsibilities, including but not limited to:
- Patient Coordination & Front Desk Duties
- Schedule and confirm patient appointments according to clinic protocols and infusion schedules.
- Maximize efficiencies in scheduling patient appointments to ensure four (4) patients to one (1) nurse ration, whenever possible.
- Greet and check in patients in a courteous and professional manner.
- Answer phones, respond to inquiries, and direct calls appropriately.
- Administrative & EMR Management
- Maintain accurate patient records in the electronic medical records (EMR) system or portal (where applicable), including valid OHIP number, demographics, referrals, and chart documentation.
- Ensure timely uploading of physician medical orders, lab results, and documentation relevant to treatment.
- Prepare daily clinic rosters and infusion/injection schedules for nursing and clinical teams.
- Billing & Documentation
- Accurately process billing to third-party Patient Support Programs (PSPs), in accordance with various agreements in place.
- Collect electronic payments from patients paying for services not covered by benefits or a patient support program & provide patients with receipts.
- Assist with prior authorization forms, insurance pre-approvals, and benefit verifications for specialty medications.
- Track and reconcile billing submissions to PSPs and resolve any discrepancies that may arise.
- Clinic Operations Support
- Coordinate courier pickups/deliveries (e.g., lab specimens, medication shipments).
- Order and maintain stock of administrative supplies and office equipment.
- Assist with documentation of clinic incidents, including adverse event reporting, consent forms, and quality assurance checklists.
- Communication & Team Support
- Liaise professionally with referring physicians, specialty pharmacies, and allied health partners.
- Provide support to the nursing and management team in non-clinical workflows.
- Assist in onboarding and training new administrative staff as directed.
- Professionalism & Compliance
- Maintain a professional, respectful, and compassionate demeanor in all patient and staff interactions.
- Adhere to all clinic policies and procedures, including confidentiality, infection control, and patient safety protocols.
- Participate in ongoing training and quality improvement initiatives.
Qualifications: - Diploma or certificate in Medical Office Administration or Health Office Administration from an accredited institution.
- Minimum 2 years of experience in a clinical or medical office setting (infusion or specialty clinic experience preferred).
- Proficient with electronic medical records and Microsoft Office Suite.
- Strong understanding of patient privacy and confidentiality (PHIPA compliance).
- Excellent communication, organizational, and multitasking skills.
- Knowledge of insurance processes, specialty drug reimbursement, and prior authorizations is a strong asset.
- BLS certification is an asset but not required.
Job Tags
Part time, Work at office, Weekday work,