Third Party Reproduction Program Assistant

7 months ago

Toronto, Canada The CReATe Fertility Centre Full time

Provide administrative support to ensure that the program operations are maintained in an effective, up to date and accurate manner including:
**Reception**:

- Answer general phone inquiries using a professional and courteous manner
- Direct phone inquiries to the appropriate staff members
- Reply to general information requests with accurate information
- Greet patients/suppliers/visitors to the organization in a professional and friendly manner

**General Administrative Services**:

- Forward voice mail from the general mailbox to the appropriate department/staff member making sure emergencies are dealt with in a timely manner
- Sort incoming mail, faxes, and courier deliveries for distribution
- Prepare and send outgoing faxes, mail, and courier parcels
- Sort lab reports and file material according to the established procedure
- Inventory, purchase, receive and store the office supplies ensuring that basic supplies are always available
- Aid Manager with onboarding and training of new staff - within scope of administrative duties

**Administrative Services for Patients**:

- Maintain referral record for outside agencies and satellite clinics pertaining to ovum donation
- Schedule physician consultations for new patients referred through agencies including gestational carriers, donors, and intended parents
- Arrange/coordinate phone consultations for non-local clients including assessment for interpretive services
- Follow-up, update and schedule counseling appointments for donors, intended parents and surrogates and bill appropriately
- Maintain donor/recipient database for statistical purposes including faxing monthly reports to agencies where applicable
- Faxing, scanning documents to appropriate agencies, laboratories and patients, i.e. custom letters, day 2/5 requisition for ultrasound and blood work, travel letters, sick letters, BHCG requisitio
- Management of incoming blood results - locating, filing
- Assembly of new patient charts
- Entering new patients into Visual Practice (VP) & eIVF
- Completing in house and outside lab requisitions and depositing in designated area
- Scheduling appointments for potential donor and or recipients with Third Party Reproduction Case Coordinators
- Update agencies on patient appointments
- Invoice patients for drug deposit, procedure fees, initial surrogacy consultation fees
- Coordination of the daily inflow of AODs in CReATe - cycle monitoring & notifying the appropriate persons-physicians, nurses and U/S technicians
- Daily check of incoming blood results and monitoring of fax machines for anticipated results
- Perform other related duties as required
- Active role in monitoring and improving patient safety as it applies to duties & responsibilities

**Qualifications**:

- Post secondary education in business, computers or office management is an asset
- **1-3 years experience as Health Care Admin is required**:

- Strong administrative skills and basic computer skills
- Ability to multitask and stay calm under pressure
- Self-directed, motivated, compassionate
- Able to function well within a team environment
- Ability to assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
- Advanced communication, organizational and interpersonal skills

**Job Types**: Full-time, Permanent

Pay: $20.00-$21.00 per hour

**Benefits**:

- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Weekends as needed

Supplemental pay types:

- Overtime pay

**Education**:

- Secondary School (required)

**Experience**:

- Health Care Administrative: 2 years (required)

Work Location: In person

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