IVF Administrative Assistant

Cencora | Pharma solutions; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in fertility treatment seeks an IVF Administrator for a full-time role to assist with in-laboratory administrative tasks, manage patient documentation, and coordinate ART procedures. Ideal candidates should have medical office experience, a diploma, and excellent organizational skills in a fast-paced environment.

Benefits

Competitive pay

Professional development opportunities

Job training and cross training opportunities

Qualifications

• 2-3 years of medical office experience preferred.
• Knowledge of computer database programs.
• Ability to follow procedures and protocols is essential.

Responsibilities

• Perform all standard laboratory administrative duties.
• Manage photographic and embryonic inventory documentation.
• Coordinate daily ART procedures and send schedules.

Skills

Customer Service

Communication

Problem Solving

Attention to Detail

Education

Post-secondary diploma or degree in medical administration or practical nursing

Job description

The Role

The IVF Administrator will be required to work cooperatively with the Lab Director/Supervisors and IVF Lab team to complete various other administrative procedures associated with the operation of a full-service IVF laboratory.

This role is a full-time 12-18 month contract role.

Job Duties

• Perform all standard laboratory administrative duties for the Andrology and IVF labs
• IVF Patient chart preparation for the weekly QC meetings, including all consent, protocol and blood work verification with direction of Laboratory Director according to laboratory QC/QA standards by working closely with the laboratory team.
• Manage the cryopreservation gamete and embryo inventories documents for IVF and Andrology laboratories, and manages Gamete and Embryo Transportations for shipments to and from CCRM Toronto
• Set up all charts for Frozen Embryo Transfers and Egg Retrievals (labels, consents, blood work compliance, etc.)
• Enter medical data into the patient’s EMR as directed and monitor flags and document in the EMR sent to the IVF Lab Group and follow up as needed.
• Complete routine Excel and Access data entry from paper IVF chart and scanning completed IVF lab forms into patient EMR in a timely manner.
• Answers phones, directing all phone calls to the appropriate resource, and assists patients on the phone by answering their questions and addressing their requests.
• Coordinate the daily ART procedures (egg retrievals, embryo transfers, male infertility procedures) and send the schedule via email to staff to relay the information to patients.
• Assist with data input and collection.
• Assist with quality assurance and quality control of patient charts.
• Handle mail, packages and supplies for the IVF Lab department.

Knowledge, Skills and Abilities

• Ability to work quickly and accurately with daily data entry.
• Must be self-motivated and flexible in daily work assignment.
• Must be well organized with excellent customer service and communication.
• Must be able to prioritize tasks and perform them with great attention to details.
• Must demonstrate problem solving skills related to patient care and IVF lab services.
• Must demonstrate the ability to be an effective team member and perform additional duties as delegated.

Education and Experience

• Successful completion of a post-secondary diploma or degree, preferably in medical administration, practical nursing or other appropriate education path
• Knowledge of computer database programs with data entry system experience required
• 2-3 years of medical office experience preferred
• Strong computer skills, ability to use basic office equipment
• Strong ability to follow procedures and protocols is essential
• Organized with a strong ability to multi-task, prioritize, have strong attention to detail, and a strong ability to utilize time efficiently
• Strong ability to act independently as well as be able to work effectively in a team
• Excellent customer service skills, exhibiting courteous, compassionate, and respectful treatment of internal and external customers at all times
• Display a positive attitude and flexibility in changing situations
• Excellent communication skills, and make it a priority to consistently communicate possibility and professionally with all staff members, physicians and patients
• Maintains strict confidentiality of all work, patient and clinic information, consistent with established security and confidentiality policies and governmental privacy regulations at all times
• Ability to work weekends, and holidays on a rotating basis with other teammates

Working Conditions

This job operates in a professional office and clinical setting with frequent use of medical instrumentation and equipment, supplies and materials. This role routinely uses standard office equipment such as computers, including computer keyboards and mice, telephones, photocopiers, scanners and filing cabinets.

While performing the duties of this job, an employee is regularly required to talk, see and hear. The employee is frequently required to sit; will occasionally stand and/or walk; use hands and fingers to grasp, pick, pinch, type and reach with arms and hands. Employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; operating of standard office machines and equipment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

What We Offer our Team Members

• Competitive pay
• Professional development opportunities
• Job training and cross training opportunities

Who Is CCRM Fertility?

CCRM Fertility is a global pioneer in fertility treatment, research and science. Founded by Dr. William Schoolcraft 35 years ago, CCRM Fertility specializes in the most advanced fertility treatments with deep expertise in IVF, fertility testing, egg freezing, preimplantation genetic testing, third party reproduction and egg donation. CCRM Fertility leverages its own data and a dedicated team of in-house reproductive endocrinologists, embryologists and geneticists to deliver industry-leading outcomes.

CCRM Fertility has 34 locations in North America, serving patients in 12 major metropolitan areas, including Atlanta, Boston, Dallas-Fort Worth, Denver, Houston, New Jersey, New York, Northern Virginia, Minneapolis, Orange County, San Francisco Bay Area, and Toronto.

CCRM Fertility is a proud strategic partner of Unified Women’s Healthcare, a focused women’s health company that strategically operates, affiliates, or invests in business that drive better outcomes and experiences for patients for every milestone and moment of her healthcare journey. For more information, visit www.ccrmivf.com.

AODA, Employment Equity and Human Rights Statement

CCRM 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. CCRM 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, CCRM 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.