Charm Fertility – Lead Medical Office Administrator
This role supports all three Clinics including: Oakville, Etobicoke, and Brampton. Having a means of transportation would be mandatory for this role.
About Us:
At CHARM Fertility, we aim to become the leading total women’s healthcare destination. We’re patient-focused and enthusiastic about women’s health, which is at the heart of everything we do. Together, we create an accessible, convenient, and consistently high-quality service through a savvy, confident, clear, and simple team.
Our path ahead is one of miracles and heart. Every day, you will be creating special moments for our patients.
Role Summary:
The clinic is seeking a dedicated Lead Medical Office Administrator (MOA) to join our dynamic team. This pivotal role involves managing daily clinic operations, supervising administrative staff, and contributing to the clinic’s growth. As a leader in the medical office, the Lead MOA provides essential support, fosters team unity, and ensures adherence to policies and best practices.
Role Overview:
- Supervision and Team Leadership
- Supervise and mentor medical office assistants (MOAs) and administrative staff, providing guidance and support as needed.
- Step in as an MOA if necessary to ensure smooth operations.
- Assign daily tasks, ensuring adherence to office protocols and policies.
- Conduct training and ongoing development programs for MOA staff.
- Assist in performance evaluations and disciplinary actions when necessary.
- Report to the Operations Manager.
- Administrative Management
- Oversee patient scheduling to ensure efficient appointment flow.
- Handle patient requests, emails, messages, and faxes to maintain smooth communication.
- Ensure compliance with HIPAA and other privacy regulations.
- Oversee payment collection processes.
- Patient Interaction and Support
- Greet and check in patients, assisting with forms and ensuring a welcoming experience.
- Address patient inquiries, complaints, and concerns professionally.
- Keep patients informed about appointments, lab results, or follow-up care.
- Clerical and Office Duties
- Maintain accurate and up-to-date electronic medical records (EMR) and paper files.
- Manage incoming and outgoing communications, including phone calls, emails, and faxes.
- Coordinate patient referrals, lab work, and specialist appointments as needed.
- Compliance and Quality Control
- Ensure the clinic complies with all federal, state, and local regulations.
- Maintain cleanliness and safety standards across all areas.
- Assist with audit and inspection preparation.
- Implement and monitor office policies, procedures, and best practices.
- Technology and Software Management
- Oversee and manage the use of EMR systems in the office.
- Troubleshoot basic technical issues with office equipment and systems.
- Train staff on new technology, software updates, and equipment as needed.
Ideal Candidate
- Education: Associate’s Degree in Medical Office Administration, Bachelor’s Degree in Healthcare Management, or a related field. Additional medical training or certification is a plus.
- Experience: At least 3 years in a Medical Office Administrator role, with team leadership experience preferred.
- Skills: Proficient in medical terminology, EMR systems, and healthcare procedures.
- Detail-Oriented: Skilled in managing patient information, billing, and regulatory compliance.
- Communication: Strong interpersonal skills for effective patient and team interactions.
- Customer Service: Committed to creating a positive patient experience and fostering a welcoming environment.
- Knowledgeable: Familiar with patient privacy laws, HIPAA, and ethical healthcare practices.
What’s in it for you:
- Competitive Salary
- Vacation Time
- Opportunities for career growth
This role is an exceptional opportunity for someone passionate about healthcare administration and leadership. It offers a chance to be part of a team that values both operational excellence and compassionate care.
Charm Fertility provides equal employment opportunities (EEO), and we welcome candidates from all abilities and backgrounds. We are compliant with AODA legislation and will comply with the accessibility needs of our candidates. Please indicate if you require any accommodations throughout the hiring process.
