Medical Office Administrator

Markham Fertility Centre; Markham; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading fertility clinic in Markham is seeking a full-time Medical Office Administrator for a 12-month contract with the possibility of renewal. This critical role involves managing patient interactions, administrative operations, and facilitating growth into Patient Financial Counselling. The ideal candidate will have strong organizational, communication, and customer service skills. The clinic offers a supportive environment, competitive pay, and opportunities for professional development. This is a fantastic opportunity to contribute to a compassionate and innovative healthcare team.

Benefits

Competitive pay structure

Health and dental benefits

Paid time off

Employee Assistance Program

Company events

Structured training opportunities

Responsibilities

• Serve as a welcoming first point of contact for patients.
• Communicate effectively with administrative and clinical teams.
• Accurately enter and verify patient demographics.
• Schedule, confirm, and manage patient appointments.
• Maintain documentation within the electronic medical record.

Skills

Exceptional customer service and interpersonal skills

Strong organizational skills and attention to detail

Excellent verbal and written communication skills

Strong critical thinking, problem-solving, decision-making abilities

Ability to work independently and manage competing priorities

High level of professionalism, discretion, and confidentiality

Strong computer and keyboarding skills

Adaptability and a positive, growth-oriented attitude

Knowledge of inclusive environment for gender- and sexually diverse individuals

Education

Medical Office Administrator Diploma and/or 2–3 years of relevant experience

Experience in fertility, OB/GYN, or specialty medical clinics

Job description

Markham Fertility Centre

Medical Office Administrator – 12-Month Contract with possibility of renewal

Contract: Full-time, 12-month contract with possibility of renewal

Future Growth Opportunity: Planned transition into Patient Financial Counselling and New Patient Coordination

About Markham Fertility Centre (MFC)

Markham Fertility Centre (MFC) is a leader in Assisted Reproductive Technology (ART) and Reproductive Genetics. For more than 30 years, MFC has been committed to ethical, innovative, and scientifically advanced fertility care, helping over 12,000 families achieve parenthood. As one of Canada’s first accredited fertility clinics, we are proud of our reputation for excellence, safety, and compassionate care.

We are bringing accessible, high-quality fertility services closer to home for residents of the Simcoe region. Since February 2025, our Barrie–Innisfil satellite clinic has been supporting patients through their fertility journey with convenient, patient-centred care.

At MFC, you will be supported in an inclusive and collaborative environment where every team member is encouraged to grow and develop. Our mission is to provide compassionate, ethical, and innovative care that turns hope into reality.

Position Summary

Markham Fertility Centre is seeking a Medical Office Administrator on a full-time, 12-month contract, with the possibility of renewal.

This position is an excellent opportunity for a motivated individual who is interested in professional growth. The role is designed with the intent to transition into Patient Financial Counselling and New Patient Coordination, following training, demonstrated competency, and clinic needs.

As the first point of contact for patients, the Medical Office Administrator plays a critical role in setting the tone for the patient experience. The successful candidate will demonstrate empathy, sound judgment, independence, and strong organizational skills while managing daily administrative operations.

Key Responsibilities

Medical Office Administration (Primary Focus):

• Serve as a welcoming and professional first point of contact for patients
• Communicate effectively with administrative and clinical teams across all MFC sites
• Accurately enter and verify patient demographics and relevant clinical information
• Obtain, process, and manage patient consents
• Schedule, confirm, and manage patient appointments and follow-ups
• Answer and respond promptly to telephone and email inquiries
• Provide patients with test instructions and requisitions and assist with coordination
• Obtain patient test results from various sources
• Maintain accurate and timely documentation within the electronic medical record (EMR)
• Ensure patient privacy and confidentiality at all times
• Support efficient patient flow and clinic operations
• Clean and restock exam rooms as required

Gradual Developmental Responsibilities (Training and Transition Phase):

• Support new patient onboarding and coordination processes
• Assist with patient education regarding clinic processes and timelines
• Shadow and train in patient financial counselling, including:
• Overview of treatment costs and funding pathways
• Assisting patients with understanding invoices and financial documentation
• Supporting coordination between patients, clinical teams, and billing
• Gradually assume expanded responsibilities in New Patient Coordination and Patient Financial Counselling as training milestones are achieved

Qualifications & Skills

A successful candidate will demonstrate:

• Exceptional customer service and interpersonal skills
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Strong critical thinking, problem-solving, and decision-making abilities
• Ability to work independently and manage competing priorities
• High level of professionalism, discretion, and confidentiality
• Strong computer and keyboarding skills
• Adaptability and a positive, growth-oriented attitude
• Knowledge of and commitment to providing a safe and inclusive environment for gender- and sexually diverse individuals (2SLGBTQIA+)

Education & Experience

• Medical Office Administrator Diploma and/or 2–3 years of relevant experience
• Equivalent combination of education and experience will be considered
• Experience in fertility, OB/GYN, or specialty medical clinics is considered an asset

What We Offer

• Full-time, 12-month contract with possibility of renewal
• Competitive pay structure
• Health and dental benefits
• Paid time off
• Employee Assistance Program (EAP)
• Company events and a supportive team culture
• Structured training with opportunities for role expansion and career development

Work Location & hours

• Markham Clinic
• Monday through Friday, 8:30 am- 4:30 pm

Markham Fertility Centre is an equal opportunity employer and is committed to fostering an inclusive, diverse, and respectful workplace. We welcome applications from all qualified candidates who share our passion for patient-centred care.

Job Type: Full-time

Pay: $28.86-$33.43 per hour

Expected hours: 37.5 per week

Benefits:

• Employee assistance program
• On-site parking

Work Location: In person