Medical Office Assistant

4 days ago

Toronto, Canada The CReATe Fertility Centre Full time

**Job Purpose**:
The Program Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operation of the Third Party Reproduction Program.
**Duties and Responsibilities**:
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 requisitions
- 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
- If bilingual do translation with MD and counsellors

**Qualifications**
- Medical Office Administration Certification preferred (or equivalent i.e., Office Management)
- 1-3 years experience in an office setting
- 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.
- Second language (strong asset)

**Working Conditions**
Full time job included but not limited to:

- Flexible working hours - as required by the program
- Weekends - if necessary
- Holidays
- Overtime

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

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Vision care

Schedule:

- 8 hour shift
- Day shift

**Experience**:

- Medical office (required)

Work Location: In person

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