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What Do Medical Administrative Assistants Do?
A medical administrative assistant manages scheduling, patient records, billing, and office operations in hospitals, community health centres, home care agencies, immunization clinics, long-term care facilities, ambulatory care clinics, dental and optometry offices, insurance companies, as well as chiropractic, naturopathic, and acupuncture clinics and more.
Their role makes sure the day-to-day operations of these facilities run smoothly, allowing doctors and nurses to focus on patient care.
Here are the key responsibilities of a medical administrative assistant…
1. Schedule Appointments
Using an Electronic Health Records (EHR) system, you will book patient visits based on doctor schedules and any necessary pre-visit requirements, such as fasting before lab work. At times, you may need to adjust for urgent cases, reschedule appointments due to cancellations, or accommodate changes requested by the medical team.
2. Welcome & Communicate with Patients
When a patient arrives at the healthcare facility, you will verify identification and insurance information, assist with paperwork, and guide patients through their visit. If a patient has special needs, you’ll coordinate any necessary accommodations and explain what to expect during their visit. In addition to that, you’ll address patient questions related to medical office procedures, forms, or upcoming appointments.
3. Manage Medical Records
You will manage electronic health records by updating them with provider notes, test results, and referral documents. This includes transcribing notes, organizing files, and preparing records for healthcare providers.
4. Billing and Processing Insurance Claims
Billing and insurance processing is another key aspect of your role. You will handle insurance claims, process patient payments, and track financial transactions. QuickBooks may be used to manage invoices and billing. You’ll also verify insurance coverage, explain any costs to patients, and assist with payment-related questions.
5. Manage Inventory & Office Admin
Along with administrative responsibilities, you’ll monitor inventory, restock essential supplies, and arrange for repairs when needed. Maintaining organized workspaces will also be part of your role in keeping office operations efficient.
6. Coordinate Medical Procedures & Referrals
When patients require specialist care or diagnostic tests, you’ll arrange referrals and forward necessary records. Following up on appointment availability and preventing delays in patient care will be a key part of this responsibility.
How Do Medical Administrative Assistants Support Patients?
Medical administrative assistants are often the first person a patient interacts with in a healthcare setting. They answer questions, book appointments, and help with paperwork – all while making sure people feel supported.
For many, a doctor’s visit can be stressful. Whether someone is dealing with a new diagnosis, sorting out insurance, or just unsure of what to expect, a medical admin is there to guide them through it. Their work keeps things running smoothly, making sure referrals go through, records are accurate, and healthcare teams have what they need to focus on patient care.
It’s a role that combines organization with compassion—because healthcare isn’t just about medicine, it’s about people.
What’s the Difference between a Medical Administrative Assistant and a Medical Assistant?
Medical administrative assistants focus on scheduling, billing, and record management while also assisting patients during check-in, explaining paperwork, and coordinating referrals.
Medical assistants, on the other hand, work more directly with patients, taking vital signs, assisting with procedures, and handling basic lab work. Both positions require strong communication skills and understanding medical terminology, but their responsibilities differ.
If you’re more interested in organizing healthcare operations with some patient interaction, a medical administrative assistant role may be a good fit. If clinical tasks and direct patient care appeal to you, a medical assistant position might be the better choice.
| Medical Administrative Assistant | Medical Assistant |
| Primarily handles scheduling, billing, and medical records. | Primarily assists with patient care, taking vitals, and clinical procedures. |
| Works at the front desk or office in hospitals, clinics, and specialist practices. | Works directly with doctors and patients in medical settings. |
| Requires skills in organization, communication, and medical software. | Requires clinical knowledge, patient care skills, and medical procedures training. |
| Focuses on administrative support to keep healthcare operations running smoothly. | Focuses on hands-on patient care alongside nurses and physicians. |
While both roles support healthcare teams, medical administrative assistants focus on the business side of healthcare – handling scheduling, billing, and records – while medical assistants are more involved in direct patient care, assisting with exams and clinical tasks.
Is Medical Administrative Assistant a Good Career?
Yes! This role offers job stability, career growth, and strong earning potential. Here are the highlights of this essential healthcare career:
- High Demand: As the Canadian population ages and healthcare needs grow, so does demand for skilled administrative professionals.
- Job Stability: Over 84,300 medical administrative assistants work in Canada, with steady job openings projected for the future.
- Competitive Salary: The average salary for medical administrative assistants is $49,920, varying by location and experience.
- Fast-Tracked Training: A Medical Administrative Assistant diploma program typically takes less than a year to complete, making it a quick entry path into the healthcare field.
This career offers steady demand, strong earning potential, and a quick path into healthcare – perfect for those who want a stable, meaningful role without years of training.
How to Become a Medical Administrative Assistant
To start your career in medical administration, follow these steps:
Step 1: Complete a Diploma Program: Most employers prefer candidates with formal training in medical office procedures, software, and healthcare regulations. A Medical Administrative Assistant diploma program will provide you with what you need.
Step 2: Gain Hands-on Experience: Practical projects during your studies and practicum placements in clinics and hospitals help develop practical skills.
Step 3: Develop Key Skills: Focus on organization, medical terminology, and patient communication. Your diploma program will help you develop both the hard and soft skills you need to succeed in your new role.
Step 4: Apply for Jobs: Medical administrative assistants work in hospitals, clinics, long-term care homes, and specialized wellness centres. Your college’s Career Services team will be able to help you with resume and interview preparation, as well as job search guidance.
With the right training and skills, you’ll be ready to start a rewarding career in healthcare administration.
FAQs about Medical Administrative Assistant
Q: What does a Medical Administrative Assistant do?
A: A medical administrative assistant manages scheduling, record-keeping, and billing while assisting patients during check-in, explaining paperwork, and coordinating referrals in healthcare settings such as hospitals, clinics, and physician offices.
Q: How long does it take to become a Medical Administrative Assistant in Canada?
A: A diploma program in medical administrative assistance typically takes less than a year to complete.
Q: What’s the difference between a Medical Administrative Assistant and a Medical Assistant?
A: While the terms are sometimes used interchangeably, a medical administrative assistant primarily handles scheduling, billing, and patient records, while a medical assistant has more clinical responsibilities, such as taking vital signs and assisting with procedures.
Q: What skills do you need to become a Medical Administrative Assistant?
A: Important skills include organization, communication, proficiency in medical software, and accuracy in documentation and scheduling to prevent issues affecting treatment and financial processing like insurance claims.
Q: What is the salary of a Medical Administrative Assistant in different provinces, such as Saskatchewan, Alberta, and Manitoba?
A: The median annual salary for full-time positions varies by province:
- Saskatchewan: Approximately $47,606 per year ($23.08/hour).
- Alberta: Approximately $58,864 per year ($28.30/hour).
- Manitoba: Approximately $47,840 per year ($23.00/hour).
Salaries may vary depending on experience, location, and employer.
Q: What types of Medical Administrative Assistant jobs are available in Canada?
A: Medical administrative assistants can work in roles such as medical receptionist, medical secretary, medical scheduler, medical coordinator, and medical office assistant. These positions are found in hospitals, community health centres, home care agencies, immunization facilities, long-term care homes, dental and optometry offices, insurance companies, and specialized wellness practices such as chiropractic, naturopathic, and acupuncture centers.
