General Administrator

4 weeks ago


Toronto, Canada Hannam Fertility Centre Full time

**WE TAKE CARE OF PEOPLE**

We are a team of Doctors, Nurses and Healthcare professionals dedicated to being Canada's trusted leader in fertility care. We offer our patients the shortest time to a healthy pregnancy while making every effort to make the journey the least stressful possible.

Our fertility services include cutting edge diagnostics, Canada’s largest Natural Conception Program, and the world’s leading IVF technology. Our program offers a level of technology quality control and care unparalleled in Canada. We are the only fertility clinic in Canada certified by the American College of Pathologists, the highest standard in the world.

At HFC you can anticipate working with leading physicians and cutting-edge science in a LGBTQ+ friendly, patient-centred flagship facility in downtown Toronto.

If you are excited by the opportunity to join a highly successful, fast-paced, and rapidly growing specialized healthcare team, then this might be just the right role for you.

**The Role**

Reporting to the Manager, Patient Services, the General Administrator has assists in managing the day-to-day needs for HFC, including reception/front office patient support, data entry for new patient data or chart coordination, database maintenance, assisting the clinical administration team with any requirements or needs, and acts as a backup for other duties as assigned (e.g. Active screening of incoming patients and staff).

While this role has no direct reports, the General Administrator provides support and assistance to the Patient Services team, including the Intake and Referrals team.

**Job Duties**

**Patient Experience**
- Greet patients in a welcoming and professional manner.
- Responsible for booking all patient related appointments with Physicians, confirming appointments with patients and rescheduling and cancelling as necessary. This includes booking patient appointments over the phone and in person as well as completing patient related booking tasks received from the clinical teams.
- Make sure all patient reminders are made and all scheduled are kept updated with the current status of each booked appointment.
- Maintain the patient cancellation list for patients seeking to get earlier appointments with their Physician & work with the New Patient Coordinator to manage patient appointment slots that need to be changed when procedures are in conflict.
- Answer and transfer all incoming phone calls into the clinic, taking messages for return calls as needed and returning calls received after hours.
- Fielding Potential New Patient Inquiries - sent directly to New Patient Coordinator
- Scanning health cards and other documents into our EMR.
- Pull charts for daily sonos and prep calendar.
- Set expectations for patients and staff regarding the daily schedule, appointment wait times and identifying any potential conflicts.
- Use Quickbooks to invoice patients for medical services and medications purchased at the clinic.
- Distribute chart copies, manage the release of medical information for patients and other medical clinics.
- Keeps EMR records up to date by scanning patient files, test results, and other documents and properly filing them in the patient’s electronic file.
- Managing outbound referrals.
- Diffuse tension/escalate patient issues as needed while maintaining the highest level of professionalism & patient confidentiality.
- Checking and distributing incoming mail.
- File and maintain patient charts according to Clinic requirements.
- Provide clerical and cross-functional duties as assigned based on office needs.

**Database Maintenance**
- Enter patient in ACURO
- Enter Patient in Outlook
- Maintaining patient demographic information in both ACURO and Outlook
- Maintaining all information in the Active Patient Database
- Maintaining referring MD database
- Maintaining the Closed Chart database

**Administration/Clinical Team Support**
- Creating NP charts for initial consultation
- Organizing retrieved charts in Masterlist
- Ensuring that new patient charts are with MDs minimum if two (2) days before initial consultation
- Closing patient charts i.e., one-year lapses
- Closing patient chart post pregnancy at direction of Clinical Administrators
- Filing administrative section of charts as requested
- Chart maintenance
- Filing or other administrative duties and tasks
- Special Projects or other duties as assigned;
**Qualifications**
- Successful completion of a Post-secondary certificate or diploma in Medical Administration, or other related field
- 2-3 years proven working experience in an administrative role, preferably in the healthcare or medical clinic field
- Has a minimum of 2-year experiences working as an office assistant, preferably in a busy medical office environment booking patient appointments
- Knowledge of medical terminology an asset
- Exposure to in-house medical software / CRM / Databases
- Experience taking payments through the use of POS systems, an asset
- Is profic


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