Medical office assistant

*POSITION SUMMARY: * The Medical Office Assistant (MOA) provides front-line administrative support for Clinical Services and plays a central role in ensuring clinic operations run in a timely, organized, and professional manner. As the first point of contact for many clients, the MOA is responsible for reception, appointment booking, communication flow, document handling, and administrative coordination that supports safe and effective service delivery. This role requires strong organization, sound judgment, professionalism, and the ability to manage multiple tasks in a busy clinic environment. The MOA must consistently follow established workflows for scheduling, communication, task routing, and records handling, and must promptly escalate concerns that are urgent, unresolved, clinically relevant, or outside role scope. The MOA does not provide clinical advice, clinical triage, or independent care coordination decisions. *KEY DUTIES AND RESPONSIBILITIES:* _Front Reception and Client Access_ * Welcome clients, community members, visitors, and partners in a respectful, professional, and culturally safe manner. * Serve as a first point of contact for Clinical Services by answering phones, receiving inquiries, and directing individuals appropriately. * Support client intake and registration processes, including collection of required forms and administrative information. * Provide routine information about clinic processes, appointment logistics, and how to access services within role scope. * Maintain an organized and professional reception environment. _Appointment Scheduling and Clinic Coordination_ * Book, confirm, reschedule, and cancel appointments in accordance with clinic procedures. * Maintain accurate provider schedules and ensure scheduling changes are communicated promptly to affected clients and staff. * Complete reminder calls and other routine appointment communications to support attendance and continuity. * Support scheduling and administrative coordination for visiting providers, specialty clinics, and temporary service delivery days. * Identify and promptly escalate scheduling problems, conflicts, gaps, or barriers that may affect continuity of care or clinic flow. _Administrative Communication and Task Management_ * Monitor assigned administrative communications, booking requests, and task workflows through designated clinic systems. * Ensure messages and requests are routed to the appropriate provider, nurse, or supervisor in a timely manner. * Follow clinic procedures for administrative follow-up and ensure assigned items are not left unaddressed. * Communicate clearly with providers, nursing staff, and leadership regarding administrative issues affecting service delivery. * Use designated workflows and communication channels consistently. _EMR and Document Management_ * Scan, upload, file, and organize clinical and administrative documents accurately within the electronic medical record and other approved systems. * Maintain accurate client demographic and administrative information within role scope. * Support records handling, correspondence, forms, and routine document preparation in accordance with privacy and clinic requirements. * Ensure all records and communications are handled in a confidential, secure, and organized manner. _Escalation and Workflow Compliance_ * Promptly escalate urgent, unresolved, unusual, or clinically relevant concerns to the appropriate regulated provider or supervisor. * Immediately flag administrative barriers, missed follow-up risks, patient safety concerns, or issues requiring leadership awareness. * Maintain awareness of role boundaries and seek direction when tasks or requests are unclear or outside scope. * Participate in supervision, workflow improvement, and administrative training processes as directed. * Carry out all duties in accordance with clinic policies, procedures, confidentiality requirements, and operational expectations. _General Administra