Description
Student Wellness Services in Student Experience and Support is currently seeking a Full-time Temporary Medical Office Assistant for approximately 6 months.
Student Wellness Services supports and empowers students to achieve and maintain good health and well-being through family medicine/primary care, psychiatry, nursing, counsellors, Student Support Advisors, chiropractors, and massage therapists in a clinic setting. As a member of the Student Wellness Services team, this position reports to the Clinic Manager. This position works 35 hours per week, within the AUPE Collective Agreement, with hours of work ranging from 8:30am to 4:30pm, Monday through Friday.
Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the University and AUPE Local 052 collective agreement. In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.
Summary of Key Responsibilities (job functions include but are not limited to):
Reception duties:
- Greeting students, staff, and visitors upon entry to clinic.
- Checking in students and ensuring that their demographic information is current and up-to-date.
- Initiating and inputting billing processes, including third-party payees, through the electronic medical record and collecting payments from students.
- Balances cash daily to computerized booking/receipt schedule.
- Managing telecommunication systems.
- Handling queries and complaints over the phone and in person.
- Transferring calls as necessary.
- Receiving, sorting, distributing, and dispatching daily mail.
- Handling printing, photocopying, and faxing.
- Maintaining hygiene and safety standards of the reception waiting area, including refilling supplies.
- May be required to direct students to examination/clinic rooms and prepare examination rooms under the supervision of nursing.
- Responsible for rooming all chiropractic visits.
- Other clerical duties as required.
Booking Clerk duties:
- Managing patient appointments made online, in person, and over the phone; requires knowledge and understanding of the integration between Medeo, Ocean, and Accuro; and Titanium.
- Electronic and paper patient medical record management.
Clinic support duties:
- Responding to and de-escalating students who present in distress; requires knowledge of Student Wellness departments, where to refer students within the University and in the community, and liaising with other roles as needed.
- Reviews, actions, and routes incoming laboratory and diagnostic imaging results to appropriate provider, including urgent and emergent results.
- Provider schedule changes, and rebooking of students when changes impact current booked appointments.
- Performs chart corrections as needed.
- Prepares correspondence as necessary for students and staff.
- Charts transfers, including Health Information Act (HIA) requests from students or appointed representative, for transfers of care or third-requests (such as lawyers and insurance companies).
Referral management:
- Reviews, actions, and routes outgoing referrals to other providers and specialists.
- Reviews and actions incoming responses from referral locations for adherence to the College of Physicians and Surgeons of Alberta (CPSA) Standards and follows up with referral locations as required.
- Reviews, actions, and routes incoming referral decisions to appropriate provider within the clinic.
- Reviews, and actions referrals from family medicine/primary care to psychiatry within the clinic. Includes booking specialist appointment with psychiatry for students, and informing them of the same.
Qualifications / Requirements:
- High School Diploma or equivalent required.
- Medical Office Assistant/Unit Clerk certification preferred.
- 1-2 years working in a primary care or allied health clinic preferred.
- Computer literacy required including competency in Microsoft Office Suite.
- Electronic medical record and billing system experience preferred.
- Professionalism and the ability to maintain strict confidentiality required.
- Exceptional interpersonal and communication skills required.
- Exceptional organizational, and time-management skills are required.
- Decision-making based ono expertise in the practice setting, and using procedural knowledge, is required to select the correct procedure/protocol based on the situation presented.
- Must be able to multi-task, and determine priorities, while working with constant interruptions and minimal supervision.
Application Deadline: June 24, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
