Medical Office Administrator (MOA)

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    "location": {
      "city": "Fredericton",
      "state": "New Brunswick",
      "postalCode": "E3C0P2",
      "addressCountry": "Canada"
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    "datePosted": "2026-06-04",
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    "description": "<p><span style=\"font-size: 16px; font-weight: bold\"><span style=\"color: #222222\">JOB DETAILS</span></span></p>\n<p><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Status: </span></span><span style=\"color: #222222; font-size: 15px\">Permanent, Full Time</span></p>\n<p><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">FTE:</span></span><span style=\"color: #222222; font-size: 15px\"> 1.0 FTE (40 hours/week)</span></p>\n<p><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Schedule:</span></span><span style=\"color: #222222; font-size: 15px\"> Between Monday – Friday, 8:00 a.m. – 4:00 p.m.</span></p>\n<p><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Location: </span></span><span style=\"font-size: 15px\">The Newly Institute Fredericton, New Brunswick (<span style=\"color: rgb(72, 65, 63)\">#6, 5 Acorn Street</span><span style=\"color: rgb(72, 65, 63)\">, </span><span style=\"color: rgb(72, 65, 63)\">Fredericton, New Brunswick</span>)</span></p>\n<p><span style=\"font-size: 15px\"> </span></p>\n<p><span style=\"font-size: 16px; font-weight: bold\"><span style=\"color: #222222\">ABOUT THE NEWLY INSTITUTE</span></span></p>\n<p><span style=\"color: #222222; font-size: 15px\">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.</span></p>\n<p><br></p>\n<p><span style=\"color: #222222; font-size: 15px\">We have an exciting opportunity for a MOA to join our innovative and multi-disciplinary team in Fredericton.</span></p>\n<p><span style=\"color: #222222; font-size: 15px\"> </span></p>\n<p><span style=\"font-weight: bold\">WHY JOIN THE NEWLY INSTITUTE?</span></p>\n<p><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">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:</span></span></p>\n<ul>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Competitive salary</span></span></li>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Four weeks annual vacation </span></span></li>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Eight paid annual wellness days</span></span></li>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Comprehensive group benefits </span></span></li>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Employer-paid health and dental benefit premiums</span></span></li>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Health &amp; wellness spending account</span></span></li>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Career and professional development opportunities</span></span></li>\n<li><span><span style=\"color: rgb(34, 34, 34); font-size: 12pt\">Regular team and community engagement events</span></span></li>\n<li>A stunning and inclusive work environment</li>\n</ul>\n<p><span style=\"font-size: 16px\"><span style=\"font-weight: bold\"><br></span></span></p>\n<p><span style=\"font-size: 16px\"><span style=\"font-weight: bold\"><span style=\"color: #222222\">WHAT YOU WILL DO</span></span><span style=\"color: #222222\"> </span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\">Reporting to the Manager of Clinical Services, you will be responsible for client service, finance, administrative, facilities management and technical duties. This role acts as the face of the Clinic, providing customer service excellence. The Medical Office Administrator also plays a crucial role in providing accurate financial documentation. Comprehensive and accurate administration of client electronic records and reports is an important aspect of the MOA’s role.  </span></span><span><span style=\"color: #222222; font-size: 15px\">You’ll work in a fast-paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.</span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\"> </span></span></p>\n<p><span><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Client Service Accountabilities</span></span></span></p>\n<ul>\n<li><span><span style=\"color: #222222; font-size: 15px\">Answer multi-line phone system and emails to ensure well timed communication with clients, community partners, and potential inquiries.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Prioritize and respond to phone calls, voicemails, and emails in a timely manner. Disseminating information as necessary.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Book and manage client appointments, including virtual appointments.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Collaborate with Intake Coordinator to ensure the completion and booking of all client appointments, and processes.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Attend the weekly multidisciplinary rounds to ensure up-to-date schedule changes, and bookings.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Organize client materials such as backpacks, binders, and brochures. Ensure materials are available and ready for new clients and cohorts.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Oversee logistical management of clinical programs. Maintain list of active participants, contracts, payments, and invoicing</span></span></li>\n</ul>\n<ul>\n<li><span><span style=\"color: #222222; font-size: 15px\">Welcome and orient clients to clinic space, providing high-quality customer service.</span></span></li>\n</ul>\n<p><span style=\"font-size: 15px\"> </span></p>\n<p><span style=\"font-weight: bold\"><span style=\"font-size: 15px\">Financial Accountabilities</span></span></p>\n<ul>\n<li><span style=\"font-size: 15px\">Develop Intensive Outpatient Program (IOP)/Flex/Top Up and other private client payment plans, indicating payer, payment amount, method, interval, and dates.</span></li>\n<li><span style=\"font-size: 15px\">Update and revise of revenue tracking sheet to accurately reflect monthly payments of clients in IOP, Flex, and other private programs.</span></li>\n<li><span style=\"font-size: 15px\">Complete timely and accurate billings to the provincial plan and funders. Ensuring accurate payment, and resolution of rejected bills.</span></li>\n<li><span style=\"font-size: 15px\">Invoice clients and funders in Flex/IOP programs timely and accurately. Track payments, with follow-up as needed.</span></li>\n</ul>\n<p><span style=\"font-size: 15px\"> </span></p>\n<p><span style=\"font-weight: bold\"><span style=\"font-size: 15px\">Operations/Facilities Accountabilities</span></span></p>\n<ul>\n<li><span style=\"font-size: 15px\">Communicate with facilities management, and contracting services, such as cleaning, repairs, IT, security, etc.</span></li>\n<li><span style=\"font-size: 15px\">Ensure proper maintenance and operation of office equipment.</span></li>\n<li><span style=\"font-size: 15px\">Organize The Newly Institute’s inter-clinic and collaboration logistic needs. Includes, but not limited to training, communication of schedules and information, virtual meetings, etc.</span></li>\n</ul>\n<p><span style=\"font-size: 15px\"> </span></p>\n<p><span style=\"font-weight: bold\"><span style=\"font-size: 15px\">Administrative Accountabilities</span></span></p>\n<ul>\n<li><span style=\"font-size: 15px\">Complete opening and closing duties, as required.</span></li>\n<li><span style=\"font-size: 15px\">Develop, maintain, and distribute client and clinical schedules such as WCB (Return to Work) client IOP/Flex clients, physician schedules and absences, clinician schedules and absences.</span></li>\n<li><span style=\"font-size: 15px\">Develop and maintain of client files and associated information and documents in both EMR and shared drive. This includes but is not limited to WCB, referrals, historical documentation, and other supporting documentation and information.</span></li>\n<li><span style=\"font-size: 15px\">Prepare and distribute clinical documents such as WCB or RCMP reporting, IOP/Flex discharge summaries, prescriptions, doctor’s notes, and other associated documents.</span></li>\n<li><span style=\"font-size: 15px\">Handle and distribute mail.</span></li>\n<li><span style=\"font-size: 15px\">Prepare monthly data submissions.</span></li>\n<li><span style=\"font-size: 15px\">Facilitate the delivery and post office items and information.</span></li>\n<li><span style=\"font-size: 15px\">Fax, scan, shred, and photocopy documents.</span></li>\n<li><span style=\"font-size: 15px\">Oversee ordering of office equipment and supplies.</span></li>\n</ul>\n<p><span style=\"font-size: 15px\"> </span></p>\n<p><span style=\"font-size: 16px\"><span style=\"font-weight: bold\"><span style=\"color: #222222\">WHAT YOU BRING</span></span></span></p>\n<p><br></p>\n<p><span><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Experience</span></span></span></p>\n<ul>\n<li><span><span style=\"color: #222222; font-size: 15px\">A minimum of 2 years of experience as an office or clinic administration in a fast-paced environment is required.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">A minimum of 2 years of experience providing superior client service is required.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Experience with WCB billing, online billing, and scheduling is an asset.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Equivalencies of experience may be considered.</span></span></li>\n</ul>\n<p><span><span style=\"color: #222222; font-size: 15px\"> </span></span></p>\n<p><span><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Education</span></span></span><br></p>\n<ul>\n<li><span><span style=\"color: #222222; font-size: 15px\">A post-secondary certificate or diploma in Medical Office Administration or Administrative Information Management is required.</span></span></li>\n<li><span><span style=\"color: #222222; font-size: 15px\">Equivalencies of education may be considered.</span></span></li>\n</ul>\n<p><span><span style=\"color: #222222; font-size: 15px\"> </span></span></p>\n<p><span><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Technical Competences</span></span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\">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.</span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\"> </span></span></p>\n<p><span><span style=\"font-weight: bold\"><span style=\"color: #222222; font-size: 15px\">Background Check</span></span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\">Offers are conditional, subject to employment reference checks and a clear police background check.</span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\"> </span></span></p>\n<p><span style=\"font-size: 16px\"><span style=\"font-weight: bold\"><span style=\"color: #222222\">DIVERSITY, EQUITY, AND INCLUSION</span></span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\">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.</span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\"> </span></span></p>\n<p><span style=\"font-size: 16px\"><span style=\"font-weight: bold\"><span style=\"color: #222222\">ACCESSIBILITY</span></span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\">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]. </span></span></p>\n<p><br></p>\n<p><span style=\"font-size: 16px\"><span style=\"font-weight: bold\"><span style=\"color: #222222\">APPLICATION CLOSING</span></span></span></p>\n<p><span><span style=\"color: #222222; font-size: 15px\">The posting will remain open until the role is filled.  We thank all applicants for their interest; however, only shortlisted candidates will be contacted.</span></span></p>",
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