Patient Services Administrator

IQ PARTNERS; Toronto; On-site; CAD 45,000 - 50,000; Full time

Job summary

IQ PARTNERS in Toronto is seeking a Patient Services Administrator / Medical Assistant Administrator to join our client’s fertility clinic in North York. The role is full-time, in-office, and focuses on coordinating appointments, documentation, billing, and communication with physicians and clinical teams.

Ideal candidates are highly organized, empathetic, and professional, with 2–3 years in healthcare settings and experience with EMR systems. Post-secondary healthcare admin education preferred.

Qualifications

• 2–3 years of experience in medical/healthcare fertilit y environment
• Post-secondary education in healthcare administration preferred
• Strong written and verbal English communication skills

Responsibilities

• Serve as primary contact for patients by phone, email, EMR messaging and in person
• Coordinate referrals, consultations, appointments, testing, and treatment-related services
• Book, confirm and reschedule appointments
• Maintain accurate and confidential patient records and documentation
• Support OHIP billing, private-pay services and insurance documentation
• Provide administrative support to physicians and clinical teams
• Support IVF cycle coordination and patient counselling workflows

Skills

Patient-focused communication

Empathy

Attention to detail

Organizational skills

Multitasking

Professionalism

English communication

Education

Post-secondary education in healthcare administration

Tools

EMR systems

Accuro

Meditech

Scheduling platforms

Job description

Our client, a leading fertility and reproductive health clinic, is seeking a Patient Services Administrator / Medical Assistant Administrator to join their team in North York as an incremental hire. This is an excellent opportunity for a highly organized, patient-focused administrative professional who thrives in a fast-paced healthcare environment. This is a full-time, in-office position offering the opportunity to be part of a collaborative and patient-focused team. As a key front-line point of contact, you will support patients throughout their fertility journey while coordinating appointments, referrals, documentation, billing, and communication with physicians and clinical teams. This role is ideal for someone who brings strong communication skills, empathy, attention to detail, and a high level of professionalism to every patient interaction.

Duties and Responsibilities

• Serve as a primary point of contact for patients by phone, email, EMR messaging, and in person
• Create a warm, professional, and welcoming experience for patients and visitors
• Respond to patient inquiries, concerns, and complaints with empathy, discretion, and professionalism
• Coordinate new patient referrals, consultations, appointments, diagnostic testing, and treatment-related services
• Book, confirm, and reschedule appointments while supporting physician schedules and overall clinic flow
• Maintain accurate and confidential patient files, medical records, consent forms, and related documentation
• Communicate effectively with physicians, nurses, embryology teams, pharmacies, laboratories, and internal departments to support continuity of care
• Provide administrative support to physicians and clinical teams, including coordinating referrals, laboratory requisitions, diagnostic testing, and physician correspondence
• Support IVF cycle coordination and patient counselling workflows through non-clinical administrative support
• Process payments, prepare invoices and receipts, and assist with billing inquiries and outstanding balances
• Support OHIP billing, private-pay services, medication coordination, pharmacy interactions, and insurance or reimbursement documentation
• Maintain accurate data, reports, trackers, logs, and other administrative records within EMR and clinic systems
• Ensure all patient and physician documentation is handled accurately and in accordance with privacy and confidentiality requirements
• Support day-to-day clinic operations and contribute to process improvements and workflow efficiency
• Maintain a professional, organized, and welcoming reception and waiting area
• Take on additional administrative responsibilities as required

Key Indicators of Success

• Providing a consistently exceptional and compassionate patient experience
• Maintaining accurate, timely, and confidential patient documentation and records
• Ensuring appointments, referrals, testing, and treatment-related administrative processes are coordinated efficiently
• Building strong working relationships with physicians, nurses, embryology teams, and other internal and external partners
• Demonstrating strong organization, attention to detail, and follow-through in a fast-paced environment
• Supporting smooth day-to-day clinic operations and contributing to workflow improvements
• Handling sensitive patient interactions with professionalism, empathy, and discretion

Competencies and Qualifications

• 2–3 years of experience in a medical, healthcare, or fertility environment, with experience in a high-volume, patient-facing setting
• Direct experience in a fertility or IVF clinic is preferred
• Strong written and verbal English communication skills, with the ability to communicate clearly and empathetically
• Exceptional customer service and interpersonal skills
• Highly organized with strong multitasking and time-management abilities
• Meticulous attention to detail and accuracy when handling patient information and documentation
• Comfortable managing sensitive and emotionally complex patient interactions with professionalism and discretion
• Strong administrative and computer skills, including experience with EMR systems and scheduling platforms
• Experience with systems such as Accuro, Meditech, or fertility-specific platforms is an asset
• Knowledge of OHIP billing, private-pay healthcare services, medication coordination, or insurance processes is an asset
• Ability to work effectively both independently and as part of a multidisciplinary team
• Calm and composed under pressure in a fast-paced environment
• Dependable, professional, conscientious, and committed to providing a high level of patient care
• Post-secondary education in healthcare administration, medical office administration, or a related field is preferred

This opportunity offers a base salary of $45,000–$50,000, depending on experience. To support a fair and efficient hiring experience, we may use AI-assisted tools for administrative tasks like note-taking or scheduling. These tools never make hiring decisions, our team does. If you have any questions about how we use AI, we're happy to discuss.