Front Desk Medical Office Assistant (MOA) – KB Access Clinic – .75 FTE

Could this be you?
We are looking for a fabulous teammate who is excited to support the KB Access Clinic as they navigate the large unattached patient population in the Kootenay Boundary. Several professional activities, such as supporting patient navigation, scheduling appointments, and supporting providers.
The Medical Office Assistant (MOA) is a member of our effective, dynamic, and creative team. We have a unique culture and attract people who want to contribute to our purpose driven mandate.
Interested? Please read on…

Location:
Must reside in the Kootenays, shifts at all locations:
Nelson site (primary): Prima Health Clinic, CFHC 518 Lake St, Nelson, BC V1L 4C6
Castlegar site (some shifts): Circle of Indigenous Nations, 1801 Connors Rd, Castlegar, BC V1N 3N9
Virtual: some work from home

Reports to:
Prima Executive Director and takes direction from the KB Access Clinic Manager, Prima Health Cooperative

Background:
The KB Access Clinic is a new clinic opened on January 13, 2025 to provide essential primary care services to Kootenay Boundary residents who do not have a family practitioner. It is a hybrid model of virtual and in-person care. It features a dedicated team, including a full-time nurse practitioner and clinic manager with a rota of physicians, ensuring a sustainable approach. This initiative hopes to stabilize access to care for patients and improve working conditions for healthcare providers.

The clinic operates as a group practice where patients see the first available provider. As providers start their shift, they will review the daily appointment schedule, triage appointments as needed, review results from previous shifts, and liaise with the administrative team.

Providers will manage 3-6 patients per hour. For clinic financial needs, the minimum target per hour patient appointments will be set at 4 and the administrative team will work with providers to meet those targets through scheduling that allows for a mix of complex and short visits.

Patients will not attach to specific providers but may transition to longitudinal care with the clinic’s nurse practitioner or other clinics in the region when available. The Access Clinic addresses short-term needs, easing the burden of a large unattached patient population.

Job Description:
Medical Office Administrator (MOA) – to work as part of the KB Access Clinic on a part-time basis to support patient in-person care with various Family Physicians and Nurse Practitioners and patient care services such as answering phone queries and booking.

Required Attributes:
Proficient with Electronic Medical Record (EMR) software – MYLE EMR, considered an asset (Recorded training to be provided)
Demonstrated ability to use digital technology and software such as GDrive and VOIP
Experience as a MOA in a primary care setting
Thrives in a fast-paced, team environment but can also work independently
Ability to multitask and problem solve effectively
Excellent customer service skills
A positive attitude and strong communication skills
Reliable and professional
Lives in the Kootenay Boundary region

General Duties and Responsibilities:
Clinic reception, patient greeting and patient follow up during clinic days
Provide navigation at the clinic and to other care resources in the community
Process incoming faxes: attach to patient chart, rename and date document appropriately
Respond to patient inquiries via email, voice over internet phone (VOIP) or KB Patient Portal messaging in a helpful, respectful and efficient manner
Calls, emails or sends KB Patient Portal messages to patients for follow up or to advise of results or other information as instructed by providers
Complete tasks from providers, ie: schedule follow-up appointments, request information
from other providers/specialists, send faxes
Approve online appointment requests from patients
Maintains accurate and up-to–date electronic medical record, including the patient chart
Processes new patient intake forms
Uses Meditech and Pharmanet for updated contact info, pulls information for providers
Ensures patient confidentiality
Operates general office equipment (virtually) including SRFax, VOIP system, Adobe Acrobat PDF, Google Drive, Google Calendar, Zoom
Completes daily tasks in order of priority
Performs all other related clinical, administrative or special tasks as required
May provide coverage for KB Access Clinic Manager for holidays/sick time

Education/Experience:
Knowledge of medical office procedures considered an asset
Familiarity with electronic medical records (EMR) considered an asset
Previous reception experience considered an asset

Contact: Jill Irvine, jirvine@kbdivision.ca, Shared Care Project Coordinator for more information or to submit your resume

Hours and Compensation:
25-30 hours per week (in-person 2 to 3 days per week at clinic locations, plus virtual support)
$22 – 25 per hour based on experience