Administrative & Clinical Operations Assistant

2 weeks ago

Toronto, Ontario, Canada Coven Women's Health Full time

Company Description

Coven Women's Health is dedicated to providing personalized, collaborative, and expert healthcare for women. Co-founded by Dr. Michelle Jacobson, a leading expert in menopause, women's health, and hereditary cancer risk, Coven Women's Health is committed to taking women's health and their symptoms seriously. Our virtual clinic is now open to women in Ontario, offering care that prioritizes their needs and quality of life. We are passionate about addressing the unique challenges women face throughout different stages of their lives and empowering them with the care they deserve.

Administrative & Clinical Operations Assistant (Part-Time, Casual / Contract)

Remote | $25–$30 per hour

About Coven Women's Health

Coven Women's Health is a virtual women's health clinic reimagining hormonal healthcare in Canada. Co-founded by OBGYN Dr. Michelle Jacobson and entrepreneur Jenn Patterson, we deliver evidence-based, compassionate care for women navigating perimenopause, menopause, hormonal conditions, and cancer survivorship.

We're looking for a highly organized and detail oriented
Administrative & Clinical Operations Assistant

to support our growing team of practitioners. This role is ideal for someone who thrives in a fast-paced, patient-first environment and takes pride in keeping operations running smoothly behind the scenes.

Key Responsibilities

Patient Administration

  • Manage appointment reminders, follow-ups, and rescheduling requests.
  • Support patient intake and booking coordination
  • Monitor inboxes for general inquiries and practitioner messages; triage or escalate as needed.

Billing & Operations

  • Support invoice generation, payment tracking, and reconciliation.
  • Communicate with patients about outstanding balances or payment confirmations.
  • Coordinate insurance receipts, medical notes, and related documentation.

Clinical Support

  • Manage prescription renewals and liaise with pharmacies (fax, phone, or EMR communication).
  • Track lab requisitions, results follow-up, and ensure proper file management in the EMR.
  • Maintain practitioner calendars and ensure smooth daily operations.

General Administration

  • Support new practitioner onboarding (access setup, workflow documentation).
  • Assist with SOP documentation and light data entry (Google Sheets, EMR reports).
  • Provide ad-hoc support for events, program launches, and communications.

Qualifications

  • 2+ years of administrative experience in a healthcare, clinic, or similar virtual setting.
  • Familiarity with EMR systems (experience with Telus CHR is an asset).
  • Excellent written and verbal communication skills.
  • Strong attention to detail and comfort with multi-tasking.
  • Tech-savvy — confident navigating Google Workspace and scheduling tools.
  • Empathetic, professional, and aligned with our mission to make women's health care more accessible and empowering.

Hours & Structure

  • Part-time, flexible (approx. 5 hours per week to start).
  • Potential to expand with clinic growth.
  • Remote, Canada-based preferred.

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