A Day in The Life of a Medical Office Assistant

Our Medical Office Assistant diploma program prepares students for a career in medical administration. In light of the COVID-19 outbreak , the medical field is experiencing rapid growth, creating demand for a huge range of careers in medical administration.

Our graduates find well-paying jobs in offices, clinics, and hospitals as:

Administrative assistants

Office managers

Medical transcriptionists

Medical billing clerks

Unit/ward clerks

Patient registration clerks

But what does a typical day in the life of a medical office assistant look like? Given the scope of job options, there are many possibilities. Our example graduate, Laura, can fill in the details of what an average workday for her looks like. Although some of the details might change, any job as a medical office assistant will include similar tasks and responsibilities.

A Day in the Life: Laura Smith, Clinic Office Manager

Laura is a 29-year-old graduate who works full-time as Dr. Greene’s office manager. Dr. Greene is a busy cardiologist who splits her time between her private office, where Laura has worked for three years, and the local hospital. Laura’s role is to care for all clerical aspects of Dr. Greene’s practice, while Dr. Greene’s nurse looks after clinical aspects.

8:00 am: Laura arrives at the office, ahead of other staff. She unlocks the door, turns off the alarm and turns on all the computers and tablets. She records a new voicemail stating today’s availability. Laura listens to voicemail messages and checks office email, taking note of any cancellations or urgent messages. She calls patients from her waiting list to fill any same-day cancellation slots.

8:30 am: Greets Doctor Greene and the office nurse as they arrive, updating them on the day’s schedule and any urgent patient messages.

9:00 am: Finally, Laura greets the first patient as he arrives. She confirms his demographics and OHIP information is up-to-date in medical record software. After discovering the patient had recent blood work done that is not on his file, she calls the lab to have it sent over immediately before the doctor sees him.

9:30 am: Then Laura continues registering patients as they arrive. In between patient arrivals, she processes all documents that have arrived since the last work day. She files lab work electronically in patients’ electronic medical records, prints off prescription renewals for the doctor to sign, and sets aside referral requests to deal with later in the day.

10:00 am: The phone is ringing off the hook. Calls include ones from a pharmacist who needs a Limited Use code for a prescription the doctor just sent in, an Emergency Room nurse who is caring for one of Dr. Greene’s patients, and another doctor who wants to speak with Dr. Greene about a mutual patient.

11:00 am: Laura registers a first-time patient and creates electronic medical record for her. She helps the patient fill out basic paperwork and enter her demographics and allergies into her medical record. The new patient forgot her lengthy list of medications at home, so Laura calls her pharmacy to get a list sent over right away for the doctor’s review.

12:00 pm: Lunchtime.

12:30 pm: Next, Laura calls tomorrow’s patients to remind them of their appointments. She leaves messages for any who do not answer, reminding them to bring their health card and list of medications.

1:30 pm: Now it’s time to processes referrals. Laura sorts referrals by urgency, according to office guidelines. She finds appointments for each patient, sending their appointment times and instructions to their referring doctor.

2:30 pm: After finding out that Dr. Greene is attending a conference next Friday that she forgot to mention, Laura begins rescheduling all of that day’s patients. There are few openings in the doctor’s schedule, so this task requires patience and problem-solving.

3:30 pm: Unfortunately a patient arrives without an appointment, explaining that he urgently needs to see the doctor. After asking the patient questions and discussing the situation discreetly with the office nurse, Laura adds him to the day’s schedule.

4:30 pm: However, although the patients should all be gone by now, there are still a few patients to be seen. The doctor is running overtime and patients are restless in the waiting room. Laura stays until all patients are seen, making their follow-up appointments and booking any tests the doctor ordered for them.

5:30 pm: After recording a new voicemail stating that the office is now closed and checking the office e-mail one last time, Laura finishes her workday by turning off the computers and lights, setting the alarm and locking the door.

After reading what a typical day for Laura looks like, it’s clear that working as a medical office assistant is a demanding profession that requires:

Multitasking

Attention to detail

Problem-solving skills

Excellent people skills

A career as a medical office assistant can be immensely rewarding. Medical office assistants act as a liaison between patients who need help and the practitioners who can offer that help. They assist people in their most vulnerable moments and help them navigate the healthcare system. Medical office assistants often make the difference between a patient falling through the cracks or getting the help they need, when they need it.

If you love people, enjoy being organized, and want to make a difference, then a career as a medical office assistant might be the perfect fit for you!

Career Paths With High Demand: Supply Chain Management & Logistics

Supply Chain Management & Logistics is essential to industries worldwide, in fact, the supply chain industry is responsible for $26 trillion per year globally and is only forecasted to increase in demand. (Elementum, 2018) This industry requires focused, driven and smart individuals who are organized. There are not enough qualified people for the amount of jobs that are available since companies allocate a large percentage of funds towards their product being manufactured, moved and stored. Although Supply Chain Management (SCM) has been around for decades, it has evolved with the demand for new products and booming industries.

Globalization is the reason for the expansion of the supply chain demands since companies are outsourcing their manufacturing to other countries to cut costs. However, this creates a more complex supply chain which means supply chain management needs to be educated properly to keep up with the more complicated system to make the correct decisions. Therefore, SCM is needed now more than ever to supply companies with quality products and services in a timely manner.

Individuals in this field are required to have thorough knowledge of procurement combined with understanding of politics, trade, taxation, and customs. The work of SCM does not stop at understanding how the supply chain works. Nonetheless, these individuals play many different roles during a day to keep the flow continuous and beneficial. Ultimately, a supply chain involves multiple facets and qualities such as operations and procurement that keep a company running smoothly, while logistics focuses on the coordination and movement of goods.

There is a shortage of institutions who are dispensing the correct education to succeed with this career path. Above all, students need to be educated but they also need to be prepared for hectic situations, complicated procedures, and ways to deal with real life situations to correctly prepare them for the demands of this career. Not many people make the decision to enter this field of work at college level for lack of knowledge and lack of glamour.

Does this career sound exciting? Here are a couple signs you have a bright future in this industry:

You are fantastic at organizing and planning

Effective supply chain management requires top-notch organization to ensure none of the steps in the process are missed or overseen. Whether you are determining logistics or scheduling delivery, organization and planning are key as a manager to execute day-to-day business.

You meet deadlines with no issues

“A supply chain is the connected network of individuals, organizations, resources, activities, and technologies involved in the manufacture and sale of a product or service.” (Hayes, 2019) Following the plan or strategy to deliver a product or service is crucial to the process. All steps in the SCM process must be met in order to be successful. The ability to meet deadlines is a crucial skill.

You know how to problem solve and are pro-active

As a supply chain manager, apart from following logistics to deliver products or services, you are also expected to use strategy. This includes minimizing shortages, keeping costs down, and even making recommendations to improve overall productivity for efficiency. If you are always thinking critically or great at solving problems efficiently, SCM might just be right for you.

So, if these listed qualities match with your own, we encourage you to explore a career in the growing industry of Supply Chain Management & Logistics! Are you ready to start a new career in Supply Chain Management & Logistics? Fill out the form below to get started in the Supply Chain Management program today. Our knowledgeable Career Coaches will contact you to answer all your questions and guide you to the career best for you.

How to React During A Time of Crisis – COVID-19

The current global COVID-19 pandemic is a rather peculiar and unique situation for students and people worldwide. There are not too many instances in life where we are asked to slow down and stay in. For many of us over the last few weeks, we went from being busy humans on a schedule to being home-bound with minimal to no human interaction. During a crisis, things are out of our control and can change without any warning and we must adjust accordingly. These are uncertain times. What kind of effect can this have on us? Often without a sense of control, we naturally tend to panic, stress, and worry, but it is completely normal.

Health experts recommend these strategies to react appropriately during a time of crisis:

Stay informed during a crisis

Use reliable sources such as official health and government websites to stay informed with what is happening in your local community. Contradictory information is always being circulated on social media and social media is certainly not an accurate source for COVID-19 updates. While it is important to stay up to date with news, remember to keep it at a limit. Overloading with negative information can lead to increased stress and anxiety. Stay informed when necessary and stay calm.

Focus on yourself and your health

Feel your feelings and be aware of them. Vocalize and explain your feelings to someone you trust, write them down, or even express them through activities. Mental health awareness is key in times of crisis. Focus on your health by being attentive and taking necessary precautions. Practice healthy habits and limit your contact with stress-inducing factors. There are many great practices for mental health available online.

Create a plan with strategy

One of the positive outcomes of the current COVID-19 pandemic is the increased time we have. Use this time to create a plan if you haven’t yet! Keep yourself occupied by writing down tasks, activities, jobs, exercises, and things you generally enjoy doing, then do it. Take the time to explore a hobby that you have always wanted to try, or simply enjoy the outdoors with attention to social distancing. Plan what you will do now and then make an action plan of what the future will hold after we overcome the pandemic. Focus on “the now” and worry about this rest when the time comes.

Take action when necessary

Listen to your body if you think you are not feeling well both physically and mentally. Be aware of the COVID-19 symptoms and monitor yourself accordingly. Seeking help if symptoms occur is necessary. The same is necessary if you are feeling mentally unwell or express feelings of hopelessness.

Here are some signs you might benefit from extra help and support:

• You can’t think about anything other than coronavirus or the COVID-19 illness
• Your anxiety interferes in your daily life—for example, you have a hard time doing daily tasks
• You isolate yourself from others when it isn’t necessary
• Feeling hopeless or angry about the situation
• Having a hard time eating or sleeping well
• Experiencing physical symptoms like constant headaches or stomach pains

We recognize this can be a stressful time and it’s normal to feel worried and anxious. It’s also very common for people to display great resilience during times of crisis! After all, pressure is how diamonds are made. This is a time to come together as a society and stay close emotionally if not physically. As the pandemic continues to unfold, let’s act responsibly and reach out when we need support.

COVID-19 Update #5 (video)

Trillium College is committed to ensuring the utmost level of health and safety of our students and staff.

Since the beginning of the COVID-19 pandemic, we have done our very best to make everyone aware of our actions via social media that we have been taking every measure possible to make decisions that will allow us to continue with a high level of education for our students; as a result we are now fully functioning online while our campuses and closed to the public. We want to respect the urgent need for social distancing that has been mandated by both all levels of government in the province.

Since the onset of our communication updates there have been various types of questions as well as opinions and comments on our social media channels; we understand that many people in the Trillium College Community, as well as the general public are looking for more answers about what the future will hold. Unfortunately, we can not predict the unknown or future timelines, but when it is deemed safe, our goal is to re-open campuses so that students can get back in the classroom and resume their routines.

With a student and staff population of over 1,000 people, along with 1000 moving parts, regulations and rules to follow, everyone needs to know that we have mindfully taken the time required to devise responsible and measured plans that best support students, all of our employees as well as the public.

If you still have questions, the best and most appropriate way to gain clarification is 1 on 1; please reach out to your campus director directly. Everyone’s situation and concerns have their own different unique element to it and this is truly the best way for questions to be addressed. We would like to encourage everyone that, instead of asking questions through comment channels on various social media platforms to please pick up the phone and call us directly. Call 1.855.234.2008 and press the campus extension where you attend.

We will continue to keep everyone updated on a mass scale through our communication channels, but only when there is something to share. That means being patient; reasonable decisions are never made quickly or without thought and planning.

This is a time like no other, and we are all in this together. Trust that we review the situation multiple times daily and if changes to any plans are required in order to adapt to the fluidity of the situation, we will do so.

Thank you

The single highest priority for the Trillium College Community Members will always be the health and safety of its students, faculty and staff.

As of yet, no cases of Coronavirus have been identified within the Trillium College Community.

Academic integrity and continuity also remain a priority. Our goal is to ensure that students can complete all courses in which they are currently registered, and receive their evaluations and credits without any interruption.

In light of urgent recommendations by public health officials that ‘social distancing’ is the most effective means of protecting students, staff and faculty members from infection, the College is announcing tonight that:

• Classes on Monday, March 16, 2020 for EXISTING, ACTIVE students are CANCELLED for the day.
• Please log into TC Learn for instruction on how to carry on with your education moving forward.
  • Students will be contacted through digital channels with specific arrangements as to how each course will be completed.
• All students that are scheduled for their first day of class tomorrow, March 16, 2020 should come as planned in order to ensure you are able to move forward online Tuesday.
  • You will receive instruction on how to get started with online learning, and
    finalize funding appointments.
• Students currently on placements should continue their activities without alteration unless otherwise notified.
  • The majority of placement students are in health care programs; continuing placement is of the utmost importance, especially now.
• All campuses remain open. 
• For the time being, all administrative staff should report to the campus as usual and continue to perform their regular tasks and roles.
  • Faculty – please arrive at 11:30am for a mandatory meeting. Please bring a laptop, tablet, and/or smartphone with you.
• Please understand that the health and safety of our employees is paramount, and the College is considering various factors; more information will be provided to staff in the days to come.
• As indicated by the public health advisory of Canada, non-essential travel is to be avoided; staff and faculty travel is strongly discouraged.
• Campuses are no longer offering the drop in camps for children to align with social distancing protocol.

The College will continue to provide ongoing updates via our social media feeds. This will include updates to academic programs, travel information and precautions you can take to mitigate the spread of COVID-19. Please keep in mind that self-hygiene is key to mitigating the spread of COVID-19.

These unprecedented measures will be disruptive. We trust, however, that all members of our community will understand that they are necessary and are being implemented for the benefit of all.

We wish to thank each of you for your valuable understanding and cooperation in these extraordinary times, especially our employees, who are working diligently to ensure our operations continue to run efficiently as this complex situation unfolds.

We are confident that by remaining resilient and by continuing to support one another that we will be able to meet and overcome the challenges ahead.

To protect the Trillium College Community Members, and to assist with the provincial efforts of stemming the spread of the COVID-19 virus, the following measures will be implemented effective Monday March 15, 2020. Because this situation is fluid, dates and plans may be adjusted accordingly. Please continue to check TC Learn and social media for any additional updates moving forward.

GENERAL PRECAUTIONS

Any person displaying/ showing /thinks or feels they have the symptoms of COVID-19 outlined in the policy document should self quarantine for 14 days. If symptoms worsen, contact Telehealth for guidance.

• Students are require to create an academic action plan, and it must be on file at the campus to keep their academic status and standing.

CLINICS, OUTREACHES, PLACEMENTS

Effective March 15, 2020 all clinics and outreaches are cancelled through April 6, 2020.

• Once the situation has stabilized, these outreaches/clinics will be rescheduled; completion of them is a graduation component and will be require.
• Student placements will continue as scheduled and will be managed on a case-by-case basis in conjunction with Trillium College and the community partner.

TRAVEL

Any person entering a campus that is returning from a location listed on the active travel health notice is required to disclose and to follow the government implemented self-quarantine for 14 days. This includes all members of the Trillium College Community (employees, students, public, and community partners).

If you have travelled outside of Canada at all, it is important to monitor your health upon return, you may have come in contact with COVID-19. If you experience any symptoms call the public health authority for advice.

• Students returning from travel from locations on the active travel health notice will also be required to self-isolate for 14 days upon their return.
• They will need to communicate with their instructor and the Academic Coordinator to create an academic action plan keep their academic status and standing.

CAMPUS CLEANING

Measures have been implemented to include additional disinfection of high touch surfaces such as door handles, desks etc.

DROP-IN CAMP

Each campus is working toward implementing a drop-in camp for school-aged children (4 years and up), in an effort to assist our students with child care given the province wide elementary school shut down.

There will be a sign up sheet at the front desk; we ask that students sign up in order to understand demand. Details on this to follow.

THINGS TO CONSIDER AND REMEMBER

As of March 13 th at 9am, there are 60 confirmed cases in Ontario. The population of Ontario is 14.57 million; there are 152 confirmed cases in Canada. The population of Canada is 37.59 million. Any of the measures outlined in this document are recommendations as given by the Public Health Agency of Canada and Public Health Ontario, they are to be considered preventative. They are being implemented to limit the transmission of the virus. Washing your hands and not touching your face are still the best way to protect yourself and your family.

If you have any questions regarding COVID-19 please refer to the Public Health website. If you have any questions regarding any information contained in this memo, please discuss with your Campus Director.

To our Trillium College Community Members:

In light of the recent announcement of the public school closures we would like everyone to know that all of our classes will be running as usual March 13, 2020. 

We will provide an update again soon regarding next steps in relation to COVID-19, and how it may or may not impact our campus operations moving forward.

Thank you for your patience as we work through this along with the rest of the province. 

-Trillium College

With growing global concerns around COVID-19, there have been a couple of questions about what we are doing. Trillium College will act in accordance with federal, provincial and municipal direction when it comes to managing the spread of the virus, with the health and safety of the Trillium College Community Members as a priority.

We are sure you know that most effective things that you can do to lessen your risk is to wash your hands often, manage your coughs and sneezes and maintain a distance from others if you are concerned. We are not going to repeat the details of these and other measures, they are readily available from many appropriate sources.

What we do want to communicate, however, as a reminder that we are, and have been for some time, ensuring that the campuses are well cleaned and that high-touch surfaces are being disinfected regularly.

There are sinks with soap dispensers in all of the washrooms and most authorities suggest that washing with soap and water for at least 20 seconds is the most effective approach to preventing infection and spread, as well as not touching your face with unclean hands.

What to Expect When You Become A Medical Laboratory Assistant/Technician

You will be surprised to learn the full job description and duties of a medical laboratory assistant/technician. Expect the unexpected because a day in the life of a medical laboratory assistant/technician will vary from one workplace to another. Here is what you can expect from Trillium College’s Medical Lab Assistant / Technician diploma program, and from a career in this thriving industry.

Our program gives you the knowledge and practical skills needed to play an important role in healthcare. You will be promoting community health while working under the direct supervision of a physician, registered medical lab technologist, or other healthcare professionals. Emphasis is placed on understanding an array of laboratory technician skills. As well as ethical and administrative responsibilities as a medical lab technician. Subject areas covered include specimen procurement, laboratory safety, medical terminology and documentation, infection prevention and control, and many others.

Here is what to expect:

Expect to be able to work as part of a team AND independently

The duties of a medical laboratory assistant/technician can vary depending on where you work. You can expect to work face-to-face with clients as you perform administrative or clinical duties, but you can also expect to work behind closed doors managing laboratory tests too. A great medical laboratory assistant/technician will have the ability to execute both independent and group duties in their workplace. Our Medical Lab Assistant / Technician diploma program provides students with outstanding communication skills to prepare them for both team-orientated duties and independent workplace duties.

Expect to stay very organized and often multi-task

There is a high likelihood that no day will be the same as the next as a medical laboratory assistant/technician. Common duties include; labeling and sorting specimen samples, loading and operating laboratory equipment, collecting blood samples and fluids from patients for testing, performing simple tests on fluids, making chemical solutions, using computers to input data, managing hazardous materials, sterilizing equipment, and more. As you can tell, there are often important tasks and duties that require immediate attention. As a medical laboratory assistant/technician, it is your responsibility to manage and organize your time to ensure your responsibilities are taken care of with attention to prioritization.

Expect to learn a lot and enjoy making a difference in the medical field!

Being a medical laboratory assistant/technician can sometimes be demanding, but it is most certainly worth it. The hard work and dedication will pay off when you know that you are impacting the lives of patients every day. You are playing a crucial role in the medical field and contributing to patient healthcare. The work of a medical laboratory assistant/technician never goes unnoticed!

If you’re interested in becoming a medical laboratory assistant/technician, simply fill out the form below. Start making a difference in healthcare today!