Patient Appointment Coordinator

Vision Loss Rehab; Northeastern Ontario; On-site; CAD 27,000 - 39,000; Full time

Job summary

Vision Loss Rehabilitation Canada in Sudbury, ON is seeking a Patient Appointment Coordinator to support the Eye Van Program. This full-time, 12-month contract role reports to the General Manager, Eye Van Program and offers competitive pay and benefits.

You will manage patient appointment bookings, maintain demographics, coordinate referrals, update OHIP-related data, and provide administrative support for Eye Van tours and related services.

Qualifications

• Proficient with medical software and caseload management.
• Organizational and time-management skills required.
• Strong verbal and written communication; detail-oriented data entry.

Responsibilities

• Within a defined 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 informs appropriate staff as required.
• Maintains a comprehensive list of referring health care providers and Eye Van doctors.
• Reviews and prepares patient recall lists to plan appointment schedules.
• Understands and can provide information about Eye Van Program and VLRC services and resources.
• Flags urgent/critical situations to Supervisor or designated staff.
• Ensures all patient information is accurately entered into Medical Database promptly.
• Scans documents into Electronic Medical Database using naming conventions.
• Manages workload and patient appointment schedules efficiently.
• Processes cancellations and changes to patient appointments and informs staff.
• Updates OHIP codes, OHIP reports on lists; assists with OHIP billing errors and payment reports.
• Communicates with health care organizations regarding patient referrals and Eye Van services.
• Provides administrative support for pre/post Eye Van Tour and team members.

Skills

Medical software

Data entry

Organizational skills

Time management

Microsoft Office

Database management

OHIP billing

French/English (Bilingual)

Verbal and written communication

Education

Medical administration college diploma

Tools

OHIP billing systems

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: October 29, 2026

Closing date: November 13, 2026

I. Scope and Summary of Primary Responsibilities

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.

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.

III. Qualifications

Knowledge and Skill Requirements:

• 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.