Administrative Assistant/receptionist

3 days ago

Etobicoke, Canada Create West Fertility Full time

**Job description**

**Job Purpose**

To ensure operating efficiency of the reception area during regular business hours and support the work of management and other staff. To provide good customer service for patients by identifying and exceeding their expectations for quality health care service.

**Duties and Responsibilities**

**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 the accurate information
- Greet patients/suppliers/visitors to the organization in a professional and friendly manner
- Weekday and weekend availability

**General Administrative Services**:

- Check-in and triage patients
- Perform a variety of administrative duties, such as generating letters, spreadsheets, forms, and faxes
- Check voice mails from the general mailbox. Forward messages to the appropriate department/staff member making sure emergencies are dealt with in a timely manner
- Scan and sort lab reports and file material according to the established procedure
- Participate in the training of new staff

**Administrative Services for Patients**
- Contact patients and book consultations for incoming referrals
- Enter new patients into EMR
- Assemble new patient charts
- Book appointments in the appropriate schedules and provide proper instructions
- Bill patients for procedures and medications

**Cycle Monitoring**
- Answer phones and take messages for nurses when needed
- Ensure charts and proper requisitions are prepared for physicians, nurses, and ultrasound technicians during cycle monitoring
- Ensure proper forms are available and prepared for all physicians
- File lab reports and patient charts away
- Pull abnormal lab reports for the doctor to review
- Instruct patients on how to prepare for various test and procedures
- Book appointments for Obstetrics as instructed by doctor

**Skills & Qualifications**

Post secondary education in business, computers, medical secretary, or office management is an asset
- 1-3 years experience in an office setting
- Good oral and communication skills
- Strong administrative and computer skills
- Proficient in Microsoft Office, with aptitude to learn new software and systems
- Experience using any EMR system is an asset
- Ability to multitask, organized, detail-oriented, and stay calm under pressure
- Self-directed, motivated, compassionate
- Able to function well in 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
- Comfortable handling confidential information
- Ability to adapt to changing situations in a calm and professional manner

**Working Conditions**

Full time position, including but not limited to:

- Flexible working hours
- Weekends
- Holidays

Please include two to three references.

**Benefits**:

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

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Holidays
- Monday to Friday
- Weekend availability

COVID-19 considerations:
Please be prepared to provide 2-3 references. Please wear a mask.

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

**Experience**:

- administrative assistant: 1 year (preferred)

**Language**:

- English (required)

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