Patient Appointment Coordinator

Vision Loss Rehabilitation Canada; Northeastern Ontario; On-site; CAD 48,000 - 52,000; Full time

Job summary

Vision Loss Rehabilitation Canada is seeking a Patient Appointment Coordinator in Sudbury, ON to manage the Eye Van program's patient scheduling and records, ensuring accessible care for people with vision loss. You will coordinate appointments, maintain patient demographics, process referrals, and support OHIP billings with accuracy in our EMR/database.

The role requires strong organization, attention to detail, and excellent communication; a college diploma in medical administration or

Qualifications

• Proficient level of knowledge working with medical applications and software related to and including the management of caseloads.
• Organizational and time management skills.
• Sensitivity to the needs of persons with vision loss.
• Ability to effectively communicate verbally and in writing.
• Detail-oriented, with ability to enter data accurately.
• Proficient in the use of Microsoft Office software and database management and willingness to learn new software applications.
• Knowledge of eye conditions and blindness prevention would be an asset.

Responsibilities

• Within a distinct geographic area, completes the booking process for patients' appointments and prepares patient clinic appointment schedule for each town.
• Updates patient demographics and referral information.
• Coordinates information received through the fax and informed appropriate staff as required.
• Maintains a comprehensive list of referring health care providers and Eye Van doctors.
• Review and prepares patient recall lists to support the planning of patient appointment schedules.
• Understands and able to provide information about Eye Van Program and VLRC services and resources.
• Flags urgent/critical situations to Supervisor or other designated staff.
• Ensures all patient information is accurately entered into Medical Database in a timely manner.
• Scans documents into Electronic Medical Database and using naming convention standards.
• Manages workload and patient appointment schedules in effective and efficient manner.
• Processes cancellations and changes to patient appointments efficiently and advises appropriate staff as required.
• Provides support to ensure that updates for OHIP codes, OHIP reports are updated on appropriate lists, assist with the correction of OHIP billing errors, and payment reports.
• Communicates with health care organizations regarding patient referrals to the Eye Van and referrals to other health care organizations and/or specialists.
• Provides administrative support related to the pre and post Eye Van Tour, general manager and other team members as required.

Skills

Medical software

Caseload management

Organizational skills

Verbal and written communication

Microsoft Office

Data entry accuracy

Education

College diploma in medical administration

3 years admin experience

Tools

OHIP billing

Medical software

Database management

Job description

Do you want to work for a health care organization that changes people's lives? One that not only cares deeply about clients, but also values that its employees are its greatest asset?

Vision Loss Rehabilitation Canada is a unique health services organization that serves people who are blind or partially sighted across the country. Our certified specialists provide training that empowers clients to develop or to restore activities of daily living skills, to promote their independence, to enhance safety and mobility. We work closely with ophthalmologists, optometrists, and other health care professionals, by providing essential care on a referral basis in homes, workplaces and communities across the country. We offer competitive salaries and benefits, flexible schedules, and opportunities for professional development and growth. For more information about Vision Loss Rehabilitation Canada, please visit visionlossrehab.ca or call 1-844-887-8572.

Position Title: Patient Appointment Coordinator

Location: Sudbury, ON

Term: Full-time, Contract (12 months); existing vacancy

Reports To: General Manager, Eye Van Program

Salary: $24.05/hour

Posting date: September 3, 2026

Closing date: September 18, 2026

About The Eye Van Program

Established as part of the Prevention of Blindness program in partnership with the Eye Physicians and Surgeons of Ontario, the Vision Loss Rehabilitation Canada Eye Van is a fully equipped, medical mobile eye care clinic that travels annually to provide ophthalmology service in Northern Ontario. This innovative program is aimed at reducing the incidence of vision loss within underserved, rural, remote, and Indigenous communities closer to home.

I. Scope And Summary Of Primary Responsibilities

In covering a broad range of duties, the emphasis of this position is to ensure that all patients have an opportunity to access the Eye Van program. Coordinating the patient schedule for the annual tour, you will deliver high level customer service through strong communication, collaboration, and coordination of patient information. This includes working with the programs electronic medical records software to manage patient information, referrals, and other medical information.

II. Essential Functions

• Within a distinct geographic area, completes the booking process for patients' appointments and prepares patient clinic appointment schedule for each town


• Updates patient demographics and referral information


• Coordinates information received through the fax and informed appropriate staff as required


• Maintains a comprehensive list of referring health care providers and Eye Van doctors


• Review and prepares patient recall lists to support the planning of patient appointment schedules


• Understands and able to provide information about Eye Van Program and VLRC services and resources


• Flags urgent/critical situations to Supervisor or other designated staff


• Ensures all patient information is accurately entered into Medical Database in a timely manner


• Scans documents into Electronic Medical Database and using naming convention standards


• Manages workload and patient appointment schedules in effective and efficient manner


• Processes cancellations and changes to patient appointments efficiently and advises appropriate staff as required


• Provides support to ensure that updates for OHIP codes, OHIP reports are updated on appropriate lists, assist with the correction of OHIP billing errors, and payment reports


• Communicates with health care organizations regarding patient referrals to the Eye Van and referrals to other health care organizations and/or specialists


• Provides administrative support related to the pre and post Eye Van Tour, general manager and other team members as required

Relationships

• Works both independently and collaboratively with the team and other departments

Problem Solving/Time Frame of Impact

• Works under the general direction of established processes and utilizes established business rules, service standards and practices, and ensures policy and procedures are followed in a timely fashion


• Participates in service evaluation and program planning processes as needed to maintain and improve service outcomes


• Participates in a supportive team environment to meet the operational and team objectives

Decision Autonomy

• Works under the general direction of national/divisional guidelines and standards but has latitude in making decisions on routine tasks


• Consults with supervisor on issues that are more complex or may require upper-level approval


• Exercises judgment and tact when dealing with individuals and demonstrates sound judgment in when to elevate issues to the next level


• Committed to maintaining privacy and confidentiality

Requirements

III. Qualifications

• Proficient level of knowledge working with medical applications and software related to and including the management of caseloads


• Demonstrated organizational and time management skills


• Sensitivity to the needs of persons with vision loss


• Ability to effectively communicate verbally and in writing


• Detail-oriented, with ability to enter data accurately


• Proficient in the use of Microsoft Office software and database management and willingness to learn new software applications


• Knowledge of eye conditions and blindness prevention would be an asset

Experience and Education

• A college diploma in medical administration or 3 years working experience within an administrative function


• Proficient typing and keyboarding skills


• OHIP billing experience and knowledge of medical software are considered assets


• Bilingual in French and English is considered an asset

Work Environment

• Ability to work flexible hours

VLRC is committed to creating and fostering an inclusive workplace and we are committed to a fair, transparent, and accessible recruitment process. We strongly encourage applications from members of groups that have been historically disadvantaged and marginalized, including but not limited to Indigenous peoples, racialized persons, persons with disabilities, people who are blind, partially sighted, or deafblind, and those who identify as women and/or 2SLGBTQ+. We strongly encourage applications from applicants with sight loss. Direct lived experience would be a definite asset.

VLRC is committed to accommodating applicants with disabilities and will work with applicants requesting accommodations at any stage of the hiring process. Please note that the successful candidate will be required to pass a standard Vulnerable Sector Check.

We understand that not everyone brings 100% of the skills and experience for the role. If you possess similar experience to what we've listed above, we encourage you to apply. We believe that diverse experience, transferable skills, and passion are key! We thank all applicants for their interest in VLRC, however, only those selected for an interview will be contacted.