Medical Administrative Assistant – Third Party Program (12 Month Contract)

The CReATe Fertility Centre; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading fertility care provider in Toronto is seeking a Third-Party Administrative Assistant. This full-time role involves coordinating patient care, managing schedules, and ensuring effective communication within clinical teams. The ideal candidate will have experience in medical office settings, proficient with EMRs, and possess strong organizational and communication skills. An opportunity to make an impact in reproductive health awaits you.

Qualifications

• Minimum 2 years of experience in a medical clinic setting is preferred.
• Strong capability in data entry and CRM record management.
• Experience specifically in fertility settings is a plus.

Responsibilities

• Coordinate consultations and maintain communication with patients.
• Manage scheduling and e-filing processes for surrogate consultations.
• Ensure timely responses to patient inquiries and maintain documentation.
• Upload necessary documents to the EMR system and manage patient records.

Skills

Medical office coordination experience

Knowledge of fertility services

Strong organizational skills

Excellent communication skills

Confidentiality in handling patient information

Experience with EMRs

Knowledge of eIVF

Tools

Salesforce

Microsoft Teams

Job description

Company Overview

CReATe Fertility Centre is a leader in the healthcare industry, specializing in reproductive health and fertility services. Our mission is to provide personalized, comprehensive, and cutting-edge care for every fertility journey, supported by our experienced team and state-of-the-art facilities.

Job Purpose

Third-Party Administrative Assistant plays a vital role in supporting patients through scheduling, intake, and coordination of clinical and administrative processes. This position ensures seamless communication between patients, and clinic programs to deliver high-quality services.

Duties and Responsibilities

Third Party Program Coordination

• Coordinate all required consultations (legal, psychological, medical) ensuring appointments are scheduled and confirmed in a timely manner.
• Manage e-filing processes and coordinate Physician Assistant schedule for surrogate consultations.
• Answer general phone inquiries using a professional and courteous manner.
• Direct phone inquiries to the appropriate staff members.
• Monitor and respond to email related questions and concerns or refer to appropriate person.
• Aid manager with onboarding and training of new staff- within scope of administrative duties.
• Maintain referral records for outside agencies related to egg donors and surrogates.
• Upload documents as needed to EMR (e.g., Profiles, AMH, outside consultation notes etc.) Active role in monitoring and improving patient safety as it applies to duties and responsibilities.
• Ensure all consent forms and questionnaires are completed and uploaded appropriately.
• Schedule physician consultations for new patients (Intended Parent(s)) and arrange interpretive services if required.
• Enter and maintain donor/ surrogate/ intended parent matches into Salesforce.
• Process release of record requests from third party patients and release once approved by physician to requesting party with patient consent.
• Coordination of daily inflow for in house egg donors for cycle monitoring and notifying the appropriate departments.
• Monitoring fax machine for incoming AMH results for egg donors.

Fertility Preservation & Third-Party Program Coordination

• Schedule virtual consultations with Nurse Practitioner (NP) / Doctor and coordinate in-house testing and follow-up appointments.
• Facilitate patient portal access and support patients in utilizing digital resources.
• Accurately enter patient demographics into the electronic medical record (EMR) system.
• Distribute and track completion of new patient intake forms.
• Create and maintain organized patient charts in the EMR, ensuring all documentation is clearly labelled.
• Prepare laboratory requisitions and schedule lab and imaging appointments based on NP/MD orders.
• Escort patients to testing areas (e.g., laboratory, ultrasound) and provide guidance during the testing process.
• Upload referrals, forms, and previous medical records into the EMR system to maintain comprehensive patient files.

Skills and Behaviours

• Proven experience in medical office coordination in fertility settings.
• Knowledge of all clinic services in cycle monitoring department for IUI, IVF and FET programs, ovum donor and surrogate department, and elective fertility preservation.
• Strong organizational skills with attention to detail in documentation and scheduling.
• Knowledge and experience working with EMRs and Microsoft Teams.
• Excellent interpersonal and communication skills to effectively interact with patients, clinical staff, and third-party team.
• Ability to manage multiple tasks simultaneously and adapt to changing priorities.
• Discretion and professionalism in handling confidential patient information.
• Strong knowledge of eIVF.

Working Conditions

Full-time, on-site position (Monday- Friday or Tuesday to Saturday as outlined in contract; occasional evening or weekend availability may be required).

Fast-paced environment with frequent patient and staff interaction.

If you are ready to make a meaningful impact on the lives of families, we invite you to apply today and join us on this rewarding journey!

Job Type: Full-time

Pay: Up to $22.00 per hour

Experience:

• Medical Clinic: 2 years (preferred)
• working with Salesforce, for data entry & CRM record: 2 years (required)

Work Location: In person