Patient Services Coordinator

THOMAS HANNAM MEDICINE PROFESSIONAL CORPORATION; Toronto; On-site; CAD 36,000 - 44,000; Full time

Benefits offered by this job

Group health benefits

Employer-matching retirement plan

Job summary

Hannam Fertility Centre seeks a Patient Services Coordinator to manage front desk operations, schedule patient appointments, and ensure a smooth patient experience in a busy clinic. The role supports nursing staff and physicians while maintaining accurate records and handling payments.

The position requires a college diploma or Medical Office Assistant diploma, 2+ years of office experience in a medical setting, and proficiency with EMR/CRM software and MS Office.

Qualifications

• College diploma and/or Medical Office Assistant diploma.
• Minimum 2 years of experience as an office assistant in a busy medical office.
• Knowledge of medical terminology is an asset.
• Exposure to in-house medical software / CRM / Databases.
• Experience taking payments through POS systems is an asset.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).

Responsibilities

• Book all patient-related appointments with Physicians and confirm, reschedule, or cancel as needed.
• Answer patient questions regarding policies, testing information, and appointment details by email or phone.
• Answer and transfer all incoming clinic calls and take messages for return calls.
• Keep EMR records up to date by scanning and filing documents in the electronic file.
• Use QuickBooks to invoice patients for medical services and medications.
• Assist with medication inventory and dispensing under nursing supervision.

Skills

Client service

Confidentiality

Professional demeanor

Communication skills

Detail oriented

Multitasking

Team collaboration

Education

College diploma

Medical Office Assistant diploma

Tools

In-house medical software

CRM

Databases

POS systems

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.