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MOA Recruitment and Onboarding Process

 

​Note: This process has links to templates that need to be customized for the specific situation.

 

Step-by-Step process to hiring
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1. Your clinic has a vacancy!

  • Is this a new position?

  • Is this an existing position?  If so, review the job with the manager – are there specific tasks and skills that the job needs to focus around?  A template for a needs analysis is below.

  • Budget:  Can you afford to replace the job?  Is there a way of combining jobs to accomplish the tasks?  What are the hours and wages for the position?

Download and complete the MOA Job Posting Needs Questionnaire

 

2. Create your recruitment plan: 

  • When do you need to fill the position?  What is the transition/onboarding plan – establishing a timeline will determine the urgency.

  • Who will interview?

  • Who makes the hiring decision?

  • Create the selection criteria.  

Download and complete the MOA Selection Criteria

 

3. Create/Update the job description

  • Create a job description.  The template can be found below.

  • Current job description – does it need to be updated?  What are the minimum requirements for the job?

  • Add the new job to the organizational chart.

Download and edit the Medical Office Assistant Job Description

 

4. Create the posting – describe the culture, the ideal candidate and include a paragraph on the organization.  A template can be found below.

Download and edit the Medical Office Assistant Job Posting

OR

Complete the Division MOA job post request survey - click here

 

5. Communicate the job to current staff; they may be aware of someone looking for an MOA position.

 

6. Please contact your Central Okanagan Division team (recruitment@codivision.ca) to post your open MOA job posting for you. The Division posts job ads on Indeed.

 

7. Resume Screening is based on job requirements. Only those who meet your requirements will be checked as “yes”. We will:

  • Look at those who meet all of your indeed screening criteria.

  • Look at the resume for the appropriate type and level of education and experience,

  • Look at volunteer activity, understand their job stability. 

  • Compare what applicants say in a cover letter and compare to the resume.

 

8. Clinic Interviews

Your clinic will be responsible for completing the following:

  • Establish the interview schedule

  • Call and book interviews with your top candidates.

  • Confirm the selection criteria. MOA Selection Criteria Template is here.

  • Create the interview questions based on the job requirements and the selection criteria. MOA Interview Questions Bank of questions is here.

  • It’s good to ask an initial question about experience but don’t dwell on this.  Use the interview to dig into fit, your screening should have already eliminated those who don’t have the skills.

  • Focus on behavioural interviews

  • Always end with an opportunity for the candidate to ask questions

  • Explain next steps in the process

 

9. Selection Criteria

  • After each interview, interviewers should take a few minutes to reflect on the candidate and individually complete the criteria before discussing.

  • Share the results/scores and any specifics.

  • At the end of all interviews discuss the candidates and either make a decision or bring some back for a second interview.

 

10. Verbal Offer

  • Call the candidate and offer the position to them, subject to references.  Clarify expectations: start date, wages and hours.  Once these are accepted ask for references.

 

11. Reference Checks

  • Candidates will provide their best advocates as references. 

  • Consider the relationship. 

  • If it’s an entry level job, the candidates may have a variety of personal and work references.  Tailor your questions to the type of reference. Candidate Reference Check Template is here.

 

12. Written Offer

 

13. Plan for the onboarding process

  • Send a welcome note to the new employee.  If you have policies to share, do so ahead of their first day.  Provide information about where to park, what time to arrive on their first day (after the rest of the staff have settled in to their routine or ahead of opening hours) and so on.

  • Create an orientation checklist.

  • Communicate the new employee to the organization

  • Set up on systems prior to their first day

  • Who will greet them on their first day?

  • How will the individual receive orientation and training for the role?

  • How will the employee be measured during probation?  Create a probation expectation document. 

  • What kind of check-ins will you establish during probation? 

  • Introduce the new employee to the team

 

Templates

  1. Needs Analysis

  2. Selection Criteria

  3. Job Description

  4. Job Posting

  5. Tracking sheet

  6. Phone screen

  7. Interview

  8. Reference checks

  9. Employment offer

  10. Orientation checklist

  11. Probationary expectations

Other Resources:

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Other MOA Resources / Training
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Wellness Resources:

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Okanagan College Medical Office Assistant Program

Looking to work in a medically-focused reception or clerical setting? This program features new curriculum and a 90-hour practicum. It offers skills training to effectively work and communicate in a variety of tasks within medical offices.

Medical Office Assistant Certificate Info Session - click here to watch the video to learn more about the program (presentation slides)

This 336-hour Medical Office Assistant (MOA) program prepares students for administrative and clinical duties of an office assistant in a medical office or clinical environment. Students will acquire skills to communicate accurately and professionally with medical professionals and patients, demonstrate knowledge of office procedures and time management, apply medical terminology throughout the program, obtain a good understanding on the use of computers in the office environment, perform computerized medical billing tasks, apply medical office guidelines and standards, and gain real-world experience through a practicum. Students will also learn about medical/legal aspects of the healthcare industry.

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Fraser Valley Advanced Medical Office Assistant Program

The Advance Medical Office Assistant (AMOA) program equips students with the skills they will need to assist a physician in a greater capacity. ... This program is perfect for experienced MOAs who are seeking career advancement and an advanced skill set. UFV also offers a Medical Office Assistant certificate.

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Work BC Medical Administrative Assistants - Jobs and Careers

Medical administrative assistants perform a variety of secretarial and administrative duties in doctors' offices, hospitals, medical clinics and other medical settings.

Information on: wages, job requirements, work-related skills, duties, insights from industry, work environment, etc

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