Medical Administrator

The Pollin Fertility team is looking for a talented Medical Administrator to join our growing team

At Pollin we believe that easy access to medical care is a crucial part of providing a better, more personalized fertility experience. With our customized patient portals and advanced Electronic Medical Records (EMRs), we are not just redefining patient care – we are reimagining the future of fertility treatments for a more connected, customized, and empowered patient experience.

Summary

The medical administrator manages the day-to-day experiences of patients at Pollin from a new patient consultation to cycle monitoring to the early pregnancy program. 

Reports to

Director of Clinical Operations 

Job Duties

Day-to-Day Patient Experience - Weekdays

• Collaboratively works as a team with all departments and team members
• Work closely with physicians, nurses and peers throughout the patient journey
• Provide professional customer service to all existing and new patients, including confirming clinic appointments for patients
• Escort patients upon arrival and direct patients to the appropriate area for appointments and testing
• Triage inquiries from patients and escalate to nursing team when needed
• Ensure charts and proper requisitions are prepared for physicians, nurses, blood and ultrasound technicians during cycle monitoring and other appointments
• Ensure proper forms are available and prepared for all physicians orders
• Review results and triage accordingly
• Task abnormal lab reports for the physician or nurses to review
• Provide guidance to patients on how to prepare for various test and procedures
• Assist in patient booking appointments as instructed by the physician or nurses
• Confirm and follow up on patient billing and ensuring payment completion prior to testing and appointments
• Respond promptly to all patient inquiries
• Keep all EMR records up to date
• Ensure patient records are prepared and ready prior to physician consultation
• Ensure time sensitive patient results and other documents are ready for review for physicians and nurses
• Support physicians during procedures
• Maintain supplies and cleanliness of ultrasound rooms before, during and after procedures
• Maintain strict confidentiality of all patient information
• Promote a positive work environment and culture, be accountable for personal conduct
• Attend department or clinic-wide meetings
• Other duties as required
• Weekend and holiday work as required

Day-to-Day Patient Experience - Weekends

• Checking in patients for scheduled cycle monitoring appointments
• Set up for day 1 calls – including stimulation sheets and requisitions as required
• Setting up IUI procedures and being present with the physician

Qualifications

• 2+ years of experience in Administration with a medical background
• Previous experience in fertility setting, is an advantage
• Above average technical skills, comfortable working with an EMR
• Exceptional customer service and interpersonal skills
• Dependable and punctual with excellent attendance
• Ability to prioritize and self-manage workload
• Strong verbal and written communication skills
• Strong critical thinking, problem solving and decision making skills
• Strong organization skills, detail oriented and successful multi-tasker
• Ability to work in a fast-paced, team environment
• Weekend and holiday coverage availability
• High level of compassion and empathy

Skills

• Is proficient in Google, docs, and sheets
• Has superior patient service skills, confidentiality and a professional demeanor
• Is self-motivated with an ability to work independently while following procedures
• Is able to prioritize and seamlessly manage multiple tasks
• Has excellent interpersonal skills and the ability to work in a team
• Has highly effective organizational, documentation and communication skills

Working Conditions

• General office conditions
• 7 day per week operation, 7am-3pm
• Weekend and Holiday work as required

Pollin is an equal opportunity, affirmative action employer. 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.

We thank all applicants in advance for their interest in this position, however, only those selected for an interview will be contacted.