Medical Office Assistant (Referral & Administrative Coordinator)

Olive Fertility Centre; Surrey; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

A reproductive health organization in Surrey is looking for a Referral & Administrative Coordinator to manage patient interactions and handle various administrative duties. Candidates should have a Medical Office Assistant Certificate and at least two years of relevant experience. This position requires strong communication skills, the ability to prioritize tasks, and proficiency in software applications. The role offers a hybrid work environment and competitive benefits.

Benefits

Company events

Dental care

Disability insurance

Employee assistance program

Extended health care

Flexible schedule

Life insurance

Paid time off

RRSP match

Tuition reimbursement

Vision care

Wellness program

Qualifications

• Minimum of two years related experience.
• 1 year of Medical Office experience preferred.

Responsibilities

• Triaging new referrals and determining necessary testing.
• Booking new patient consultations based on history.
• Preparing obstetrical reports for multiple clinics.

Skills

Prioritization skills

Exceptional communication skills

Friendly and professional demeanor

Proficient with computers and software applications

Fluency in English

Education

Medical Office Assistant Certificate

Tools

EMRs

MS Office

Job description

Overview

Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:

Reporting to the Clinic Lead - Surrey, with a dotted-line to the Director of Operations, the Referral & Administrative Coordinator is pivotal to the organization – this being the first representative many of our new patients will speak with.

Key Areas of Involvement

Referral Coordinator (approximately 50% of the role)

• Triaging new referrals to determine what testing patients need to complete prior to consultation.
• Calling or emailing patients to obtain their history and determine testing.
• Booking new patient consultations for specific physicians based on patient history.
• Uploading all patient requisitions and managing patient portal access
• Sending out Welcome emails and assisting patients with initial testing
• Processing Medical Records requests and Obstetrical referrals and sending required documentation
• Participate in departmental meetings and in-service education sessions as required.
• Perform other related duties as assigned.

Administrative Coordinator (approximately 50% of the role)

• Prepare obstetrical reports for the Vancouver, Surrey & Victoria clinics.
• Handle medical letters expeditiously; fax letters out to referring physicians/GPs and upload letters as documents & images into the appropriate Olive files.
• Processes tasked consults by copying details from eIVF to the correct letterhead, formatting the letters, faxing letters to the referring physicians/GPs and uploading letters as documents & images into the appropriate Olive files.
• Perform other related duties as assigned.

Qualifications

Education, Training and Experience:

• Medical Office Assistant Certificate
• Minimum of two (2) years related experience.
• Previous medical office experience is an asset.

Skills and Abilities:

• Demonstrated ability to prioritize and multi-task.
• Exceptional communication skills.
• Positive, friendly, and professional demeanour.
• Proficiency with answering multi-line switchboard without losing calls or missing calls.
• Ability to remain aware of other team members and to adjust workload to assist when required.
• Demonstrated ability to work independently and as a member of a multi-disciplinary team.
• Proficient with computers and applicable software applications, including EMRs and MS Office.
• Strong work ethic.
• Ability to speak and write fluently in English.
• Physical ability to carry out the duties of the position.

Job Types: Full-time, Permanent

Pay: From $24.50 per hour

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care
• Wellness program

Ability to commute/relocate:

• Surrey, BC: reliably commute or plan to relocate before starting work (required)

Experience:

• Medical Office: 1 year (preferred)

Working Location: Hybrid remote in Surrey, BC