Here at the Canadian College of Healthcare and Pharmaceutics one of our most popular programs is the Medical Office Assistant Certificate. It’s one of the most flexible jobs in the country, allowing graduates to work in a variety of settings like physicians offices, clinics, hospitals and more. Today we want to shed some light on what a typical day would look like working as a Medical Office Assistant (MOA)

MOAs play an essential role in the smooth running of healthcare facilities. They serve as the bridge between patients, healthcare professionals, and the administrative side of the office. Their responsibilities are varied and can differ from location to location. Primarily, they ensure that the practice functions efficiently and that patients receive the best care possible.

1. Scheduling Appointments One of the key duties of an MOA is managing appointments. They schedule, confirm, cancel, or reschedule patient appointments, ensuring that the healthcare providers’ schedules are well-organized. They also notify patients of any changes to their appointment times, minimizing confusion and ensuring a smooth flow of patients throughout the day.

2. Greeting Patients and Check-In When patients arrive at the medical office, MOAs are the first point of contact. They greet patients, check them in, and ensure that all necessary forms, such as medical history documents, are completed. This friendly and welcoming presence helps ease the patient experience.

3. Taking Vital Signs In addition to administrative tasks, MOAs often assist with clinical duties. They take vital signs such as blood pressure, temperature, and pulse rate, recording this information to provide healthcare professionals with valuable data for diagnosis and treatment.

4. Answering Phones and Relaying Messages MOAs answer and screen phone calls, directing them to the appropriate healthcare provider or taking messages for follow-up. They are a vital communication link between patients and medical staff, ensuring that important information is relayed quickly and efficiently.

5. Processing Payments Handling financial transactions is another critical aspect of the MOA’s role. They receive and record payments for services rendered, issuing receipts and ensuring proper documentation for both the patient and the practice.

6. Preparing Documents Medical Office Assistants are great at managing paperwork. They type documents, format medical reports, prepare spreadsheets, and maintain accurate records. This includes preparing patient records, medical histories, and ensuring all files are organized for easy access.

7. Maintaining Confidential Medical Records MOAs are responsible for maintaining confidential patient records. They must follow strict privacy and confidentiality protocols to ensure sensitive information remains secure, while also making sure that healthcare providers have the necessary data to make informed decisions.

8. Ordering Supplies and Inventory Management Another key responsibility of an MOA is ensuring that the medical office has the necessary supplies. They order medical and office supplies, monitor inventory levels, and restock as needed, so the office is always ready to provide care without interruptions.

9. Preparing Agendas and Taking Meeting Minutes MOAs often assist with office administration beyond patient care. They prepare agendas for meetings, attend team discussions, and take minutes.

10. Assisting Patients with Forms MOAs help patients complete essential forms, including medical history and consent forms. They guide patients through the paperwork process to ensure that everything is filled out correctly and that the patient’s information is properly documented.

11. Other Essential Tasks MOAs also help with various behind-the-scenes tasks such as cleaning treatment rooms, preparing blood samples for lab tests, sterilizing medical tools, and discarding used medical supplies. These tasks ensure that the office remains safe, hygienic, and ready for the next patient.

If you’ve been considering a career as a Medical Office Assistant you can read more about our program at CCHAP by clicking here.