Medical Office Assistant / Office Manager
Sherwood Medical Clinic – London, Ontario
Full-Time | Permanent | $28.00/hour
About Sherwood Medical Clinic
Sherwood Medical Clinic is a new physician-owned family medicine clinic opening in September 2026 in northwest London, Ontario. Our team of nine family physicians provides comprehensive primary care to more than 10,000 patients. We are committed to delivering exceptional patient care through collaboration, innovation, and a patient-centred approach.
We are seeking an experienced, highly organized, and motivated Medical Office Assistant / Office Manager to join our leadership team. This role combines traditional Medical Office Assistant responsibilities with office management duties and is ideal for a candidate who enjoys balancing patient care, staff leadership, clinic operations, and financial administration.
Schedule
● Full-time permanent position
● Monday to Friday daytime hours
● Approximately one evening shift per week until 8:00 PM
● Participation in a rotating Saturday clinic schedule
● Approximately one Saturday every five weeks (12:30 PM – 4:00 PM)
● Statutory holidays off
Position Summary
The Medical Office Assistant / Office Manager is responsible for overseeing the day-to-day administrative operations of the clinic, supervising administrative staff, supporting physicians and clinical workflows, managing payroll and scheduling, coordinating inventory and supply procurement, assisting with delegated clinical duties, and performing physician billing reconciliation.
The successful candidate will be a proactive problem-solver with excellent organizational skills, strong leadership abilities, and a commitment to providing outstanding service to patients and physicians.
Key Responsibilities
Medical Office Assistant Duties
● Welcome patients and visitors in a professional and compassionate manner.
● Register and check in patients.
● Schedule, reschedule, and confirm appointments.
● Manage physician schedules and appointment templates.
● Answer and direct incoming telephone calls.
● Process incoming and outgoing correspondence, mail, and faxes.
● Scan, upload, and organize patient documentation within the EMR.
● Manage referrals, consultations, and diagnostic requisitions.
● Process laboratory and imaging reports.
● Assist with patient recalls and preventative care initiatives.
● Maintain strict confidentiality and compliance with PHIPA requirements.
● Support physicians with administrative and patient care workflows.
Office Management Duties
● Supervise, support, and mentor administrative staff.
● Coordinate staff scheduling, vacation requests, and coverage.
● Assist with recruitment, onboarding, and training of new employees.
● Conduct performance monitoring and provide ongoing staff support.
● Develop and maintain office policies, procedures, and workflows.
● Coordinate staff meetings and internal communications.
● Support clinic leadership with operational planning and implementation.
● Troubleshoot operational issues and implement process improvements.
● Ensure efficient daily clinic operations and excellent patient service.
Payroll and Human Resources
● Prepare and process payroll information accurately and on time.
● Maintain employee records and scheduling systems.
● Track vacation, sick time, and other employee entitlements.
● Assist with workplace health and safety initiatives.
● Support compliance with employment standards and clinic policies.
Physician Billing and Financial Reconciliation
● Perform physician billing reconciliation and revenue tracking.
● Review physician billings against EMR records and submitted claims.
● Investigate rejected claims, billing discrepancies, and payment variances.
● Monitor outstanding claims and coordinate corrections and resubmissions.
● Assist physicians with OHIP, WSIB, third-party, and uninsured billing processes.
● Generate regular billing and productivity reports.
● Assist with month-end financial reconciliation activities.
● Liaise with external billing providers, accountants, and clinic leadership as required.
● Maintain accurate and confidential financial records.
Inventory and Supply Management
● Track inventory levels for medical and office supplies.
● Order supplies and maintain appropriate stock levels.
● Monitor supply utilization and costs.
● Coordinate vendor relationships and obtain quotations when required.
● Receive, organize, and distribute incoming shipments.
● Ensure examination rooms and clinical areas remain fully stocked and operational.
Clinical Support Duties
● Prepare examination rooms and equipment.
● Assist physicians and nursing staff with patient flow and clinical procedures.
● Administer injections and immunizations where appropriately trained and delegated.
● Assist with specimen collection and handling in accordance with training and clinic protocols.
● Support vaccine inventory management and cold-chain monitoring.
● Maintain infection prevention and control standards.
● Assist with delegated clinical activities within scope of training and clinic policy.
Qualifications
Required Qualifications
● Minimum 3–5 years of experience in a family medicine clinic, medical office, or
healthcare setting.
● Experience working with Electronic Medical Record (EMR) systems.
● Strong knowledge of medical office workflows and patient scheduling.
● Excellent computer skills, including Microsoft Office applications.
● Strong verbal and written communication skills.
● Exceptional organizational and time-management abilities.
● Ability to prioritize competing demands in a fast-paced environment.
● Demonstrated professionalism, discretion, and attention to detail.
● Ability to work independently and as part of a collaborative team.
Preferred Qualifications
● Medical Office Assistant diploma from a recognized college or institution.
● Previous supervisory or office management experience.
● Experience with payroll processing.
● Experience with physician billing reconciliation.
● Familiarity with OHIP billing, Family Health Organization (FHO) models, shadow
billing, preventative care tracking, and uninsured services billing.
● Experience with inventory management and supply ordering.
● Experience administering injections.
● Knowledge of Ontario primary care operations.
● Experience with Accuro, Avaros, OSCAR, PS Suite, or other EMR systems.
What We Offer
● Competitive wage of $28.00 per hour
● Benefits package
● Full-time permanent employment
● Monday to Friday daytime schedule with only one Saturday afternoon clinic
shift every five weeks
● Approximately one evening shift per week until 8:00 PM
● Statutory holidays off
● Modern physician-owned clinic environment
● Opportunity to contribute to the growth and success of a new primary care clinic
● Supportive and collaborative team culture
● Professional development opportunities
● Meaningful work supporting patients and physicians in the community
How to Apply
Interested candidates should submit:
● Cover Letter
● Resume
● Three Professional References
Only candidates selected for an interview will be contacted.
Sherwood Medical Clinic is committed to creating an inclusive and welcoming workplace. We thank all applicants for their interest and encourage applications from qualified individuals of all backgrounds.