Patient Services Coordinator

Hannam Fertility Centre; Toronto; On-site; CAD 36,000 - 44,000; Full time

Benefits offered by this job

Group Health Benefits on first day of0

Retirement Savings Plan (employer 2%+)

Job summary

Hannam Fertility Centre is seeking a Patient Services Coordinator to manage the front desk, bookings, payments, and patient communication in a busy clinic setting.

Responsibilities include scheduling, answering inquiries, maintaining EMR records, and coordinating with clinical staff. The role requires accuracy, confidentiality, and professionalism in a fast-paced environment.

Qualifications

• College diploma or Medical Office Assistant diploma required.
• Minimum 2 years as an office assistant in a busy medical office setting.
• Knowledge of medical terminology is an asset.
• Experience with medical software / CRM / Databases.
• Experience taking payments through POS systems is an asset.
• Proficient in Word, Excel and Outlook.

Responsibilities

• Book and confirm patient appointments with Physicians, reschedule as needed.
• Answer questions about appointment policies and testing information by email or phone.
• Answer and route all incoming clinic calls, take messages, and return calls after hours.
• Keep EMR records up to date by scanning and filing documents in the patient’s file.
• Invoice patients for medical services and medications using QuickBooks.
• Assist with medication inventory and dispensing under nursing supervision.

Skills

Client service

Detail orientation

Verbal communication

Written communication

Multitasking

Team collaboration

Education

Medical Office Assistant / College diploma

Tools

POS systems

CRM / Databases

Microsoft Office

Job description

Reporting to the Manager, Patient Services, the Patient Services Coordinator provides excellent customer service to Hannam Fertility Centre (HFC) patients and a high level of efficiency and attention to detail in a very busy clinic environment. The Patient Services Coordinator manages the day-to-day experience of patients in the clinic and ensures the organizational effectiveness of the front desk. The Patient Services Coordinator maintains administrative support for the clinic by booking patient appointments, checking in patients, collecting payments, and answering incoming phone calls.

While the Patient Services Coordinator has no direct reports, this position plays a key role at HFC working closely with the Patient Services and Finance team, patients, nursing staff, and physicians. This position requires the ability to multi-task, learn quickly, work with a large variety of patients and colleagues, and remain calm during any difficult situations/conversations.

Details of Role

• Full Time – 37.5 hours per week
• Contract – 6 months with possibility for extension
• Expected Compensation - $40,000/year

This posting is for an existing vacancy within Hannam Fertility Centre.

Job Duties (including, but not limited to)

• Responsible for booking all patient-related appointments with Physicians, confirming appointments with patients, and rescheduling and cancelling as necessary. This includes booking patient appointments over the phone and in person as well as completing patient-related booking tasks received from the clinical teams.
• Answering patient questions regarding appointment policies, testing information, and communicating details by email or by phone related to referred appointments that have been arranged on the patient’s behalf.
• Answering and transferring all incoming clinic phone calls, taking messages for return calls as needed and returning calls received after hours.
• Keeping EMR records up to date by scanning patient files, test results, and other documents and properly filing them in the patient’s electronic file.
• Using QuickBooks to invoice patients for medical services and medications purchased at the clinic.
• Assisting with medication inventory and dispensing, under nursing supervision.

Qualifications

• College diploma and/or Medical Office Assistant diploma.
• Minimum 2 years of experience working as an office assistant, preferably in a busy medical office environment booking patient appointments.
• Knowledge of medical terminology an asset.
• Exposure to in-house medical software / CRM / Databases.
• Experience taking payments through the use of POS systems an asset.
• Proficient in Microsoft Office Suite including Word, Excel and Outlook.

Skills

• Has superior client service skills, confidentiality, and a professional & friendly demeanor.
• Is extremely detail-oriented, ensuring accuracy, patient privacy, and following all clinic guidelines related to maintaining medical records and patient communications.
• Demonstrates superior verbal and written communications skills by phone and email.
• Is able to prioritize and seamlessly complete multiple tasks with a high rate of accuracy.Develops excellent working relationships with the team & clinical staff to effectively meet patient needs while running an efficient clinic.

The Centre:

• Busy clinic environment
• Must be able to work safely in a typical computerized office environment
• Clinic hours: 7 AM – 3 PM (Sunday – Saturday)

The Perks:

• Access to Group Health Benefits on first day of employment
• Retirement Savings Plan (with Employer matching after 2 years)

AODA, Employment Equity and Human Rights Statement

Hannam Fertility Centre is committed to providing a barrier-free work environment in concert with the Accessibility for Ontarians with Disabilities Act and with the Ontario Human Rights Code. HFC strives to ensure that its employment practices are free from direct and indirect discrimination and will ensure the full participation and advancement of members of historically disadvantaged groups (i.e., members of visible minorities, persons with disabilities, women, and aboriginal peoples).

As such, HFC will do its due diligence to make accommodations available to applicants with disabilities upon request, will ensure they are fair and equitable for all persons, and will not condone or tolerate any acts of discrimination or harassment under any of the grounds protected under human rights legislation.

Artificial Intelligence Disclosure

Hannam Fertility Centre does not use Artificial Intelligence for the purpose of assessing, selecting or screening applicants.

IF INTERESTED IN THIS OPPORTUNITY:

We offer a welcoming and spacious work environment, and an opportunity to both contribute to societal well-being and make a true difference in the lives of our patients.

We thank you for your interest and appreciate your time, but only those being considered for an interview will be contacted. No phone calls, faxes, or recruitment agencies. If you are contacted for an interview and require special accommodations, please email [e-mail] .