Clinical Administrator

**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.

**Summary**

The Clinical Administrator supports the day-to-day needs of the nursing team, maintains relationships with outside laboratories and ensures patient administrative support requirements are met.

Reporting to the Manager, Clinical Administration, this role is responsible for providing key administrative support to patients and on-site Doctors/Nurses and acts as a key point of contact in communications and education to patients throughout their fertility journey.

While this role has no direct reports, the Clinical Administrator provides support, education and guidance to a diverse team of clinical and administrative staff.

**Reports to**

Manager, Clinical Administration

**Job Duties**

**Administrative Support**
- Scheduling, coordinating and confirming referrals and appointments, using judgment to reschedule or book according to changing priorities, ensuring appointments are booked
- Coordinating and booking diagnostic tests and follow-up appointments to best meet patient needs
- Keeping track of external referrals and follow up on reports
- Ensuring to register patients on patient database system and attach all required reports
- Maintaining confidentiality for all patient personal and health information
- Leading the proactive scheduling of clinics according to physician availability, referral volumes, etc.
- Preparing daily MDs charts
- Checking nursing line for Day 1 phone calls and pull respective charts
- Transcribing results for patients when needed
- Preparing drop-in patients’ stims sheets and requisitions
- Pulling and distributing charts for pregnancy tests the following day
- Managing Outlook calendar for patients
- Photocopy and file stim sheets in patient’s charts twice weekly
- Ensure patient handouts in consult rooms are up to date and replenished every other week
- Prepare and pull charts for IVF review
- Follow up for missing test results with internal and external laboratories as required
- Prepare chart copies and release of medical records as required
- Assist nursing team by pulling and preparing charts as needed
- Ongoing chart filing and maintenance of active patient charting room
- Pull charts to be closed as needed
- Patient services team coverage as required
- Special projects as required

**Qualifications**
- Successful completion of a post-secondary school Certificate or diploma in Medical Administration, Nursing, or other Health related field considered an asset
- 2 years of related administrative experience in a busy clinical environment
- Proficiency in Microsoft Office Suite including Word, Excel and Outlook
- Proven proficiency in using Acurro or other Electronic Medical Records system
- Superior patient service skills, understands privacy, and has a professional demeanor
- Self-motivated with an ability to work independently or in a team environment

**Skills**
- Demonstrated ability to work responsibly in an interdisciplinary team environment.
- Demonstrated effective communication (written and verbal), organization and interpersonal skills.
- Demonstrated effective problem-solving skills, critical thinking, and the ability to prioritize in a fast-paced clinical environment.
- Demonstrated initiative and judgment appropriate for the position.
- Demonstrated ability to remain focused, flexible, and prioritize tasks in a busy and high-stress environment.
- Excellent time management and attention to detail
- Highly effective organizational skills, flexibility and adaptability
- Strong problem identification, data analysis and problem resolution skills

**Working Conditions**
- High level of Safety Standards
- Really Awesome Team
- Great Working hours
- Mon. to Fri. 7am-3pm
- Employer Paid Benefits
- RSP Matching Program
- Paid time off

**AODA, Employment Equity and Human Rights Statement**

Hannam Fertility Centre is committed to providing a barrier-free work environment in concert with the Accessibility for Ontarians with Disabilities Act and with the Ontario Human Rights Code.