Medical Office Coordinator

City: Winnipeg, MB, Canada
Title: Medical Office Coordinator
Category: Office & Administrative
EmploymentType: Permanent
Staffmax is assisting one of its prestigious clients seeking a Medical Office Coordinator. As the central point of contact for administrative operations within the medical practice, the Office Coordinator will play a vital role in ensuring the smooth functioning of day-to-day activities and facilitating efficient communication between staff members, patients, and external contacts.

  • Oversee and coordinate administrative activities within the medical office, including scheduling, patient registration, billing, and medical records management.
  • Act as a lead and handle issues or concerns that may arise.
  • Provide leadership and guidance to administrative staff, including medical receptionists and administrative assistants. Delegate tasks and ensure tasks are completed accurately and efficiently.
  • Monitor and manage the appointment schedule to optimize patient flow and provider productivity. Coordinate with medical staff to accommodate urgent appointments and schedule changes.
  • Serve as a point of contact for patient inquiries, complaints, and feedback. Address patient concerns promptly and ensure a high level of patient satisfaction with office services.
  • Collaborate with billing staff to ensure accurate coding, billing, and claims processing. Review billing documentation for completeness and compliance with insurance regulations.
  • Oversee the maintenance of patient medical records, ensuring accuracy, completeness, and compliance with privacy regulations.
  • Assist in financial management activities, including monitoring accounts receivable, processing payments, and reconciling financial records. Prepare financial reports and assist in budget planning as needed.
  • Maintain inventory of office supplies and equipment, ordering supplies as needed and ensuring proper storage and organization.
  • Facilitate communication between medical staff, administrative staff, and external contacts (e.g., patients, vendors, insurance companies). Relay messages accurately and ensure timely follow-up on inquiries.

Skills and Background:
  • Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities simultaneously, and maintain attention to detail.
  • Demonstrated leadership qualities with the ability to motivate and supervise administrative staff effectively.
  • Excellent verbal and written communication skills, with the ability to communicate effectively with patients, staff, and external contacts.
  • Strong problem-solving abilities with a proactive approach to identifying and resolving issues promptly.
  • Proficiency in using electronic health record (EHR) systems, billing software, and standard office productivity software (e.g., Microsoft Office).

Education and Experience:
  • 5+ years Prior experience in a medical office setting or healthcare administration role required, with experience in supervisory or leadership positions preferred
  • Bachelor's degree in healthcare administration, business administration, or related field preferred.
  • Knowledge of medical terminology, billing processes, and insurance regulations is advantageous.
  • Knowledge of billing to GOM is an asset

At Staffmax, our sole focus is the recruitment and placement of the most talented and qualified candidates. Whether candidates are looking for a permanent career change or the flexibility and experience that can be gained from contract assignments, we can help. Our goal is to get to know our candidates personal and change lives. Staffmax is proud to recruit a workforce that reflects the diversity that Canada has to offer. We encourage candidates who are Indigenous, visible minorities, people with disabilities, and any others who reflect our diverse workforce to self-declare and apply.
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