Medical Office Assistant

Reporting to the Clinical Lead, the Medical Office Assistant (MOA) provides essential administrative and clerical support across the ʔakisq̓nuk Health & Wellness Department. The MOA supports clinical services as well as broader health and wellness programs by ensuring efficient office operations, accurate information management, and a welcoming, organized point of contact for clients, staff, and external partners.

Responsibilities include scheduling clinics and appointments, managing records and documentation, preparing correspondence, handling reception and phone inquiries, and supporting internal and external communications. The MOA works closely with all Health & Wellness team members including clinical staff and contracted providers as well as external partners. All work is performed in alignment with Health Centre guidelines, protocols, and privacy requirements and are carried out using culturally safe, trauma-informed, and strengths-based approaches, recognizing the impacts of colonization, intergenerational trauma, and systemic barriers on Indigenous health and wellness.

ʔakisq̓nuk First Nation (ʔAFN) is a member Community of the Ktunaxa Nation. ʔAFN exists for the Community. Externally, we are here to serve the Community, and internally, we are our own Community, comprised of different departments unified by our Vision, Mission, and Values.  As a team, through our own roles and departments, the ʔAFN Organization works together to achieve our strategic plan “Our Thinking” and continue to progress and move our community forward.

Note: This position is full-time with a set weekly schedule (35 hrs/week, Monday - Friday) working onsite at AFN’s health center.

Major Position Responsibilities:

Patient Reception and Clinical Support

Greet patients, families, and visitors in a culturally safe, trauma-informed, respectful, and welcoming manner.

Register patients, verify and update demographic information, and ensure accurate documentation.

Escort patients to examination rooms.

Prepare examination rooms and ensure medical supplies and equipment are stocked, cleaned, and maintained in accordance with established infection control and safety protocols.

Collect basic patient measurements (e.g., height, weight, blood pressure) as trained and within scope of practice.

Conduct point-of-care testing (e.g., urine dip, pregnancy testing) as trained and authorized, and communicate results to clinical staff according to protocol.

Coordinate laboratory specimen handling, including drop-off and pick-up.

Assist patients with completing health history, consent, and intake forms.

Appointment Scheduling and Coordination

Schedule, coordinate, and confirm appointments, including clinical visits, referrals, consultations, laboratory and diagnostic testing, and virtual or home visits, as applicable.

Support scheduling across clinical services and Health & Wellness programs, including walk-in and planned appointments.

Coordinate with healthcare providers and Health & Wellness staff to ensure timely, appropriate, and efficient scheduling.

Maintain accurate scheduling records and communicate changes promptly to relevant staff and patients.

Coordinate transportation bookings with community drivers and communicate details, changes, and confirmations to patients and staff.

Medical Records Management

Maintain, organize, and manage patient medical records in compliance with privacy legislation, confidentiality requirements, and Health & Wellness policies.

Support the management of electronic health records, including data entry, scanning, indexing, and digitization of documents.

Ensure accurate classification, coding, secure storage, and retrieval of electronic and hard-copy records.

Process and manage referral documentation, including formatting, editing for accuracy and clarity, distribution, tracking, and follow-up.

Respond to inquiries within the circle of care, ensuring appropriate information sharing in accordance with consent and privacy requirements.

Support continuity of care through follow-up communication related to referrals and appointments, including clients who may be lost to care, in coordination with outreach or intake staff.

Administrative and Program Support

Provide administrative support across the Health & Wellness Department, including clinical services and community wellness programs.

Support program and service delivery through scheduling, coordination, and logistical support, including booking meeting and program spaces, arranging equipment, and preparing required documentation.

Assist with requisitions, purchasing, and tracking of supplies and materials related to programs, events, and service delivery, in accordance with organizational procedures.

Maintain oversight of the Health & Wellness program and events calendar, ensuring accurate scheduling, coordination, and communication with staff and partners.

Monitor Health & Wellness email accounts, receive and triage inquiries, and respond to or redirect communications to appropriate staff in a timely manner.

Perform general office administration duties, including managing incoming and outgoing mail, telephone calls, electronic communications, and courier services.

Prepare reports, correspondence, spreadsheets, and administrative documents, including materials required for reporting to external partners (e.g., FNHA), as assigned.

Patient Travel

Serve as the designated Patient Travel Clerk, administering the Medical Transportation Benefit in accordance with FNHA funding agreements, policies, and procedures.

Receive, review, and process medical transportation requests, ensuring eligibility and required documentation are complete.

Coordinate patient travel arrangements, including transportation, accommodations, and related logistics, as applicable.

Prepare and process medical travel reimbursement documentation for review and approval.

Maintain accurate records and tracking related to medical transportation benefits and reporting requirements.

Communicate clearly and respectfully with patients regarding travel arrangements, reimbursements, and required follow-up.

Equipment, Supplies, and Inventory

Monitor inventory of medical, harm reduction, program, and office supplies.

Place orders and coordinate replenishment in accordance with established procedures.

Ensure medical and office equipment is functioning properly and arrange repairs or replacements as needed.

Team-Based Support and Continuous Improvement

Work collaboratively with team to ensure consistent administrative coverage and continuity of services across the Health & Wellness Department.

Support quality improvement initiatives and administrative processes related to patient flow, service coordination, and overall service delivery.

Other Duties

Carry out other duties related to the position as assigned and consistent with the scope and responsibilities of the role.

Education & Education:

1–3+ years of experience as a Medical Office Assistant in a healthcare setting such as a community health centre, family practice, or specialist clinic

Experience working in a First Nations health centre, Indigenous organization, or with Indigenous communities is strongly preferred

Demonstrated understanding of culturally safe and trauma-informed care practices

Experience supporting patients in a holistic, community-based health model

Medical Office Assistant Certificate or Diploma from a recognized college or training institute

High school diploma or equivalent

Current CPR/First Aid certification (required or considered an asset)

Valid Drivers License

Training in medical terminology, electronic medical records (EMR) systems, and privacy legislation (e.g., PHIPA/PIPEDA) is an asset

Ability to build trust and maintain professional relationships with community members

Experience working collaboratively with Elders, community health staff, and multidisciplinary teams

NOTE: A criminal check & driving history will be conducted on the successful applicant

What we offer:

Starting salary between $55,000 to $60,000, depending on education and experience

Discretionary office closure between Christmas Day and New Year’s Day, as determined by the Council each year

Paid annual vacation and sick days

Employer-paid Group Benefits which includes Life Insurance, Health and Dental benefits, health spending account, Employee Assistance Program, Disability coverage, available after 3 months of service

Matched pension plan with employer matching up to 5.5% of the employee’s salary, available after 4 months of service

Live and work in the most beautiful place in British Columbia

ʔakisq̓nuk First Nation is committed to fostering a diverse and inclusive workplace. We welcome applications from all qualified individuals. In accordance with our commitment to reconciliation and employment equity, preference may be given to qualified candidates who self-identify as First Nations, Métis, or Inuit. We encourage Indigenous applicants to self-identify in their application.