Patient Communications

1 week ago

Toronto ON, Canada Pollin Full time

Patient Communications & Office Coordinator Pollin Fertility and Reproductive Health

Administration
Position: Patient Communications & Office Coordinator

Pollin Fertility is seeking a professional, organized, and compassionate Patient Communications & Office Coordinator to join our team. As the first point of contact for patients, this individual will play a key role in delivering a warm, seamless, and supportive experience through phone, email, and in-person interactions. The successful candidate will also provide essential administrative and office management support to ensure the smooth and effective daily operation of the clinic.

Patient Communication & Administrative Support
Answer all incoming phone calls and respond to patient emails promptly, professionally, and with empathy.
Provide accurate information on clinic services, scheduling, and patient instructions.
Maintain the highest level of confidentiality and discretion with all patient interactions and medical records.

Administrative & Office Coordination
Oversee daily office operations to maintain a clean, organized, and efficient work environment.
Manage supply ordering and inventory for both office and clinic needs, liaising with vendors as required.
Support appointment coordination and general administrative workflows.
Assist with documentation, tracking logs, and organizing internal materials as needed.

Clinic Culture & Team Support
Coordinate small internal initiatives such as monthly birthday treats, team recognition activities, or other culture-building moments.
Work collaboratively with both clinical and administrative teams to support a positive, patient-centered clinic environment.
Provide general support to the administrative team as needed, including assisting with daily tasks, problem-solving, and helping ensure smooth clinic operations.
Postsecondary education in office administration, healthcare administration, or a related field preferred.
Minimum 2 years of experience in an administrative, receptionist, or customer-facing role; healthcare clinic experience is an asset.
Outstanding interpersonal and communication skills, with a warm and professional manner both in writing and over the phone.
Proficiency with phone systems, email communication, and common office software; experience with EMR systems is an asset.
Commitment to patient-centered care, teamwork, and supporting a positive clinic culture.
Demonstrated reliability, punctuality, and consistent performance.

Monday to Friday, with after-hours and weekend coverage as needed.
must comply with all infection control and safety standards.
Pollin is an emerging fertility and reproductive healthcare centre in Toronto. 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.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are unable to use the online application, please contact hr@pollinfertility.

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