Medical Office Administrator (full-time)

JOB DETAILS

Job Title: Medical Office Administrator (MOA)

Status: Full-time (1.0 FTE; 40 hours per week)

Schedule: Monday – Friday, 8:00 a.m. – 4:00 p.m.

Location: The Newly Institute Calgary Clinic (#120, 2303 4 St SW, Calgary, AB T2S 2S7)

ABOUT THE NEWLY INSTITUTE

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an exciting opportunity for a Medical Office Administrator to join our innovative, purpose-driven, and multi-disciplinary clinical team.  

TOTAL REWARDS PACKAGE

You’ll work as a valued member of a collaborative, supportive team and contribute to a growing and dynamic organization. Our total rewards package includes:

• Competitive salary
• Four weeks annual vacation
• Eight paid annual wellness days
• Comprehensive group benefits
• Health & wellness spending account
• Career and professional development opportunities

WHAT YOU WILL DO 

Reporting to the Manager of Clinical Services,  the Medical Office Administrator plays a key role in providing exceptional client service and administrative support with a fast-paced, multidisciplinary clinic environment. The role directly supports scheduling, billing, records management, and clinic operations. As the first point of contact, you will help ensure a seamless experience while sharing our core values of communication, community, excellence, health, and innovation.

Key Responsibilities

Client Service & Scheduling

• Serve as the primary point of contact for clients, community partners, and external inquiries by phone and email.
• Schedule and coordinate in-person and virtual appointments, working closely with the Intake Coordinator and clinical team.
• Welcome and orient clients to the clinic and provide outstanding customer service.
• Attend multidisciplinary rounds and maintain up-to-date scheduling information.

Billing & Financial Administration

• Create and manage client payment plans for private programs.
• Process and track client and funder invoices, payments, and revenue records.
• Complete accurate billing for WCB, AHCIP, and other funding sources, including follow-up where needed.

Clinic Administration

• Support daily clinic operations, including opening and closing responsibilities.
• Maintain accurate client records and documentation within the EMR and shared drive.
• Prepare and distribute clinical documentation, reports, discharge summaries, prescriptions, and correspondence.
• Manage incoming and outgoing mail, monthly data submissions, office supplies, and general administrative tasks.

Technical Accountabilities:

• Coordinate virtual meeting and appointments, as required.
• Support client access to online platforms and digital services, including Pomelo and Homecoming.

Other responsibilities related to the role and scope of work may be assigned.

WHAT YOU BRING

Experience

• A minimum of two (2) years of experience in an office or clinic administration role in a fast-paced environment is required.
• A minimum of two (2) years of experience providing superior customer service and support is required.
• Experience working in a public or private practice that provides mental health services is a significant asset.
• Experience with WCB billing, online billing, and scheduling is an asset.

• Equivalencies of experience may be considered.

Education

• A high school diploma is required.
• A post-secondary diploma in Medical Office Administration or a similar field is an asset.

Technical Competences

Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams is required.  Proficiency with Electronic Medical Records (EMR) systems is also required.

Experience in Med Access EMR is an asset.

Background Check

Offers are conditional, subject to employment reference checks and a clear police background check.

DIVERSITY, EQUITY AND INCLUSION

We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves.  We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family/marital statuses, and physical and mental disabilities.  Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.

ACCESSIBILITY

The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email [email protected].

APPLICATION CLOSING

The posting will remain open until the role is filled.  We thank all applicants for their interest; however, only shortlisted candidates will be contacted.