Clinical Administrator

Hannam Fertility Centre; Toronto; On-site; CAD 36,000 - 44,000; Full time

Job summary

Hannam Fertility Centre in Toronto, Ontario, is seeking a Clinical Administrator to support the nursing team and coordinate administrative tasks across the clinic. The role reports to the Manager, Clinical Administration and involves EMR management, appointment coordination, and communication with laboratories.

This is a full-time position, 37.5 hours weekly, with weekend rotation and collaboration across nursing, finance and other professionals.

Qualifications

• Successful completion of a post-secondary program, preferably in healthcare or a related field.
• 2-3 years proven administrative experience in healthcare/medical clinics.
• Experience using an Electronic Medical Record (EMR) system, preferably ACCURO.
• Proficiency with MS Office (Excel, Word, Outlook).
• High accuracy and strong attention to detail.
• Excellent written and spoken communication.
• Strong interpersonal skills and discretion.

Responsibilities

• Manage cycle monitoring calendar in Accuro for CM and IVF patients.
• Transcribe CM/IVF results by noon for MDs and nurses.
• Check nursing line for Day 1 calls and triage messages.
• Review patient charts and protocols for CM and IVF patients.
• Prepare stim sheets and requisitions for CM/IVF when Day 1 calls occur.
• Set up appointments and email patients to confirm.
• Coordinate Natural Conception Program cycle monitoring and community appointments.
• Book inseminations and assist physicians with procedures.
• Ensure all consents are signed prior to procedures.
• Prepare daily MD charts for follow-up consultations.
• Ensure stims, documents and test results are ready for consultations.
• Follow up on missing test results with labs.
• Assist nursing team with chart prep and appointment bookings.

Skills

ACCURO EMR

MS Office

Attention to detail

Communication

Time management

Teamwork

Confidentiality

Independent work

Organizational skills

Prioritization

Education

Post-secondary education in healthcare

Tools

ACCURO EMR

MS Office Suite

Job description

Reporting to the Manager, Clinical Administration, the Clinical Administrator has primary responsibility to supports the day-to-day needs of HFC's nursing team, maintains relationships with outside laboratories and ensures all administrative support requirements are met.

This role has no direct reports, but provides assistance to the HFC's multidisciplinary team, including Nursing, Finance and other members of HFC's diverse team of professionals and other roles.

Details of Role:

• Full Time - 37.5 hours per week
• Clinic hours: 7 AM - 3 PM (Sunday - Saturday)
  • Weekend coverage on rotational basis
• Permanent
• Expected Compensation - $40,000/year

This posting is for a future vacancy within Hannam Fertility Centre.

Job Duties

• Manage cycle monitoring calendar in Accuro (EMR) for Cycle Monitoring (CM) and IVF patients.
• Transcribe results for CM & IVF patients by 12 noon, on a daily basis for MDs and nurses to review.
• Checking nursing line for Day 1 phone calls.
• Review phone call messages, patient charts and protocols for CM and IVF patients.
• Prepare patients stim sheets and requisitions for CM & IVF when they call with Day 1.
• Set up appointments and testing needed and e-mail patients to confirm appointment.
• Set up patients for Natural Conception Program for cycle monitoring, including preparing the stim sheets and requisitions, and arrange appointment in the community (True North Imagining) and notify patients via email.
• Book and set up patients for inseminations including the Andrology appointment and assist the physicians with the procedures.
• Ensure all consents are signed prior to procedures.
• Prep daily MD charts for follow up consultations.
• Ensure all stims, documents and results for ordered tests are available for the consultation.
• Follow for missing test results with internal and external laboratories, as required.
• Manage emails and triage accordingly.Assist nursing team by preparing charts as needed
• Assist nursing team in booking appointments for testing.

Skills & Qualifications

• Successful completion of a post-secondary, preferably in healthcare or another related field
• 2-3 years proven working administrative experience in, preferably in the healthcare/medical clinic
• Previous experience in the use of an Electronic Medical record (EMR) system, preferably ACCURO
• Previous background with MS Office Suite (Excel, Word, and Outlook);
• High degree of accuracy and strong attention to detail
• Excellent written and spoken communication
• Strong interpersonal skills, confidentiality, and high degree of discretion
• Self-motivated with an ability to work both independently and as part of a team
• Excellent time management and attention to detail
• Highly effective organisational skills, flexibility and adaptability
• Strong problem identification, data analysis and problem resolution skills
• Ability to concentrate and pay close attention to detail
• Superior customer service skills, confidentiality and professional demeanor required
• Self-motivated with an ability to work independently with minimal supervision
• Able to prioritize and seamlessly manage multiple tasks, while meeting tight deadlines

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. HFC strives to ensure that its employment practices are free from direct and indirect discrimination and will ensure the full participation and advancement of members of historically disadvantaged groups (i.e., members of visible minorities, persons with disabilities, women, and aboriginal peoples).

As such, HFC will do its due diligence to make accommodations available to applicants with disabilities upon request, will ensure they are fair and equitable for all persons, and will not condone or tolerate any acts of discrimination or harassment under any of the grounds protected under human rights legislation.

Artificial Intelligence Disclosure

Hannam Fertility Centre does not use Artificial Intelligence for the purpose of recruitment.