Medical Administrator

Pollin Fertility is an emerging fertility and reproductive healthcare centre in Toronto. Our goal is to improve patient experience, safety, and success rates by integrating technology into all aspects of a patient's fertility journey. We are committed to improving the clinical experience for our staff to enable them to better care for patients. Our intention is to improve patients' experience by designing their journeys to be seamless, guided by science and to improve their pregnancy outcomes.

Summary

The medical administrator manages the day-to-day experiences of patients at Pollin from a new patient consultation to cycle monitoring to the early pregnancy program.

Reports to

Director of Clinical Operations

Job Duties

Day-to-Day Patient Experience - Weekdays

• Collaboratively works as a team with all departments and team members
• Provide professional customer service to all existing and new patients, including confirming clinic appointments for patients
• Greet patients/suppliers/visitors to the organization in a professional and friendly manner
• Ensure the timely flow of patients through the clinic and respond to patients complaints and concerns in a tactful and courteous manner
• Respond promptly to all patient inquiries
• Direct inquiries to the appropriate staff members
• Reply to general information requests with the accurate information
• Keep all EMR records up to date as required
• Ensure patient records are prepared and ready prior to physician consultation
• Maintain strict confidentiality of all patient information
• Attend department or clinic-wide meetings
• Receive and accept all clinic deliveries and triage to appropriate departments
• Support the pharmacy and accurately dispense prepared medications to patients
• Maintain and organize pharmacy medication and supplies inventory
• Prepare pharmacy boxes/pouches/supplies
• Confirm and follow up on patient billing and ensuring payment completion prior to testing/appointments/medication pick up
• Maintain the confidentiality of all patient information
• Promote a positive work environment and culture, be accountable for personal conduct and actively participate in staff meetings
• Maintaining general cleanliness of clinic
• Other duties as required
• Weekend and holiday work as required

Day-to-Day Patient Experience - Weekends

• Checking in patients for scheduled cycle monitoring appointments
• Set up for day 1 calls – including stimulation sheets and requisitions as required
• Setting up IUI procedures and being present with the physician
• Monitor phone calls and patient concierge/info emails

Qualifications

• 2+ years of experience in Administration with a medical background
• Previous experience in fertility setting, is an advantage
• Above average technical skills, comfortable working with an EMR
• Exceptional customer service and interpersonal skills
• Dependable and punctual with excellent attendance
• Ability to prioritize and self-manage workload
• Strong verbal and written communication skills
• Strong critical thinking, problem solving and decision making skills
• Strong organization skills, detail oriented and successful multi-tasker
• Ability to work in a fast-paced, team environment
• Weekend and holiday coverage availability
• High level of compassion and empathy

Skills

• Is proficient in Google, docs, and sheets
• Has superior patient service skills, confidentiality and a professional demeanor
• Is self-motivated with an ability to work independently while following procedures
• Is able to prioritize and seamlessly manage multiple tasks
• Has excellent interpersonal skills and the ability to work in a team
• Has highly effective organizational, documentation and communication skills

Working Conditions

• General office conditions
• 7 day per week operation, 7am-3pm
• Weekend and Holiday work as required

Pollin is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law.

Job Type: Full-time

Pay: $22.00-$26.00 per hour

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (required)

Work Location: In person