Medical Office Administrator

7 months ago

Toronto, Canada Prism Surgery Toronto Inc. Full time

Prism Eye Institute (PEI) has been serving the communities of North York, Brampton, Oakville/Mississauga and surrounding areas for over 50 years.

In 2020 North Toronto Eye Care (NTEC) merged with Prism Eye Institute, to form Prism Group Holdings (Prism) and the largest Ophthalmology practice in Canada.

In 2022, PEI further strengthened a partnership with Vision Group Canada (VGC) and is working to expand its footprint nationally. VGC operates over 50 clinics and 70 surgical facilities performing over 100,000 procedures annually.

PEI is an internationally renowned institute with 5 facilities and 2 surgical centres, serving over 200,000 patients and perform 10,000 surgeries each year. Prism is a centre of excellence providing a full spectrum of eye care and recognized for handling some of the most complex eye diseases in the world.

Prism is currently looking for a Patient Care Coordinator to join our amazing team.

**Responsibilities**
- Greet patients respectfully, pleasantly, professionally and be able to convey concern, relate tactfully and sympathetically at all times.
- Understand and administer the patient registration and informed consents.
- Check in patients in a timely and efficient process to assist in a smooth overall patient experience and workflow.
- Ability to provide accurate and adequate information around wait times to patients and drivers.
- Ensure proper documentation is recorded in patient logs and office communications using electronic medical record system (Oscar).
- Confirmation and update process of appointments well in advance to inform patients of their appointments.
- Demonstrate reliability, cooperation and demonstrate positive attitudes to support a pleasant environment.
- Assist patients with mobility issues (open front doors).
- Performs additional administrative responsibilities as needed or delegated by the management team.
- Ensure calls are answered professionally and in a timely manner at all times
- ability to multitask, organise and time manage
- advise and counsel Patients on surgical instructions and screening
- Perform appropriate reminder calls
- prepare and stock surgical charts for all procedures performed
- assist with preparing surgical letters/forms to Patients/insurance companies
- prepare/assist with invoices
- ensure operating room and lens inquiries are directed accordingly and handled in a timely manner
- ensure operating room visitors are checked in appropriately and screened
- handle logistics of deliveries/pick-ups
- ensure waiting area is maintained and sanitized regularly
- assist with surgical bookings during overtime needs
- scanning and filing
- Assist in the peri-op area/assisting clinics as needed

**Qualifications**
- College diploma in ophthalmology/health care industry preferred.
- 1-2 years’ practical experience within a medical/ophthalmology clinical office environment preferred.
- Friendly and compassionate disposition
- Excellent organizational and time management skills
- Ability to work independently or as part of a team
- Excellent interpersonal communication skills
- Excellent written and verbal communications
- Excellent customer service

**Dedication to maintaining confidentiality of all patient records** **General Role Requirements**:

- Attention to detail.
- Ability to multi-task and take direction in a versatile workplace.
- Ability to follow process and procedures as directed.
- The ability to communicate within the office in a pleasant, friendly manner overall.
- Identify malfunctions in office equipment and take initiative to troubleshoot or escalate as required.
- Ensures to comply with general safety practices.
- Informs the management team, immediately situations that have a major impact on business.
- Ensures that the clinic areas are maintained in accordance to guidelines.
- Performs additional administrative responsibilities as needed or delegated by leadership team.
- Informs the management team immediately of any situations that have a major impact on business.
- Provides ideas and suggestions to increase the efficiency/profitability of operational processes.
- Follows all Policies and Procedures.
- Participates in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concerns.
- Maintains confidentiality of client and organizational information.
- Changes in task and responsibilities as necessary.

**Why Work at Prism?**
- Benefits program including health and dental
- Perks such as discounts to Canada’s Wonderland, Great Wolf Lodge, GoodLife Fitness
- Discounts on eyeglasses and contact lenses
- Opportunity for growth
- Vibrant and inclusive work environment
- Prism Eye Institute is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process

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