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Patient Services Administrator
1 hour ago
Job post summary
Date posted:
December 22, 2025
Pay:
CA$ CA$25.00 per hour
Job description:
About the Company
Our client is a leading fertility and reproductive health centre in Canada, exclusively focused on reproductive medicine and women's health. Since its establishment, the organization has built a strong reputation for innovation, education, and clear communication, delivering best-in-class, inclusive, and patient-centered care.
The clinic is known for its collaborative and holistic approach, supported by a highly skilled, multidisciplinary team of healthcare professionals, including Reproductive Endocrinologists, OB/GYNs, Family Physicians, Physician Assistants, Nurses, and other specialized practitioners. This high-performing team is dedicated to providing exceptional patient experiences through advanced fertility treatments and personalized care plans.
About the position
As a Patient Services Administrator, you will be an integral part of the clinic team, providing high-quality customer service and administrative support to ensure the smooth day-to-day operation of the clinic. You will serve as the first point of contact for patients—both in person and over the phone—creating a welcoming, professional, and supportive experience.
This role is responsible for scheduling clinic hours for assigned specialists and delivering front-desk support, including answering phone calls, responding to inquiries, greeting patients, booking appointments, processing payments, and relaying messages accurately. Shifts typically fall between
6:45 a.m. and 4:15 p.m. on weekdays and weekends
, with a high volume of daily patient interactions across in-person visits, phone calls, and email correspondence.
Success in this role requires professionalism, empathy, efficiency, and the ability to thrive in a fast-paced clinical environment. You will contribute to upholding high standards of care and service excellence while maintaining accuracy, confidentiality, and a patient-centered approach.
This position reports to the Patient Services Manager.
Main Duties & Responsibilities
- Collaborate effectively with team members across departments
- Maintain punctuality for work shifts, appointments, meetings, and events
- Communicate clearly and professionally in written and verbal formats
- Edit written work for accuracy, clarity, spelling, and grammar
- Manage assigned workload efficiently while maintaining quality standards
- Uphold strict confidentiality and security of business and patient information
- Comply with organizational policies, procedures, and protocols
- Complete all required training to perform duties effectively
- Serve as the first point of contact for patients, creating a warm, welcoming, and professional first impression
- Greet patients with friendliness and empathy upon arrival and throughout their visit
- Create a positive patient experience by offering assistance and addressing needs during visits
- Welcome all visitors to the reception area and maintain a calm, supportive environment
- Answer phone calls and respond to email inquiries professionally and courteously
- Contact patients to schedule initial and follow-up appointments with assigned providers
- Book, confirm, and reschedule appointments for physicians and practitioners
- Share relevant information with colleagues to support coordinated patient care
- Provide high-quality administrative and customer service support to clinic operations
- Register patients upon arrival and support efficient patient flow
- Create and maintain patient files within the electronic medical records (EMR) system
- Engage with patients daily via phone, email, EMR portal, and in person
- Review payment records, collect outstanding balances, and prepare invoices and receipts
- Complete insurance and other claim forms accurately
- Schedule diagnostic tests and procedures as required
- Provide patients with education and guidance regarding clinic procedures, testing, and treatment processes
- Identify opportunities to improve efficiency and enhance the patient experience
- Deliver inclusive, compassionate, and elevated care in a collaborative clinical environment
- Enter accurate and detailed documentation related to patient communications
- Prepare for daily clinic operations by organizing reports and required information in advance
- Ensure smooth patient flow and respond to concerns in a professional and tactful manner
- Track and respond to new patient referrals
- Operate office equipment (including fax systems) to ensure timely communication
- Process medication payments accurately and in compliance with policies
- Escalate issues or patient concerns to the appropriate supervisor promptly
- Maintain confidential medical charts and electronic records
- Ensure reception and front desk areas are clean, organized, and welcoming
- Monitor and maintain reception supplies, reporting needs as required
Qualifications & Requirements
- College diploma or Medical Office Assistant diploma (or equivalent experience)
- Experience in reception or administrative roles, ideally in a medical or clinical environment
- Minimum one (1) year of experience using electronic medical record (EMR) systems
- Proven ability to perform clerical tasks accurately and efficiently
- Experience handling payments through POS systems and managing cash
- Comfortable using Microsoft Word and virtual meeting platforms (e.g., Zoom, Teams)
- Strong verbal and written communication skills
- Ability to relay information clearly by phone, in writing, and in person
- Proactive mindset with willingness to learn and adapt
- Strong attention to detail and problem-solving abilities
- Empathetic, patient-focused, and service-oriented approach
- Strong critical thinking and decision-making skills
- Availability to work outside standard business hours as required
Why Join This Opportunity?
- Fast-paced, high-energy clinical environment
- Career development opportunities and team events
- Exposure to advanced reproductive health practices and clinical expertise
- Collaborative, inclusive workplace culture
- Opportunity to contribute to meaningful, patient-centered care
- Be part of a high-performing and purpose-driven healthcare team
Personal Profile
- Genuine interest in helping and supporting others
- Comfortable working in a team-based environment
- Reliable, punctual, and dependable
- Collaborative, positive, and adaptable
- Curious and eager to learn
Hours of Operation
- Full-time: 40 hours per week
- Typical schedule: 6:00 a.m. – 4:30 p.m.
- Weekend and holiday rotation as required
Position Details
- Employment Type: Full-time, Permanent
- Work Arrangement: In-person
- Position Status: Newly created role
Equal Opportunity Statement
The organization is an equal opportunity employer committed to providing an inclusive and accessible environment in accordance with applicable employment and human rights legislation. Accommodations are available throughout all stages of the recruitment process.
In accordance with employment standards and AI transparency guidelines, recruitment tools may be used to support initial screening; however, all final hiring decisions are made by the recruitment and hiring team.
Due to the volume of applications, only candidates selected for further consideration will be contacted.
