The Role:

Reporting to the Manager, Patient Services, the Patient Services Coordinator is to provide excellent customer services to our 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 office and ensures the organizational effectiveness of the front desk. The Patient Service Coordinator maintains the 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 remaining calm during any difficult situations/conversations.

This is a contract position working from ASAP to August 2025. Minimum 15 hours per week.

Job Duties:

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.
Answers patient questions regarding appointment policies, testing information and communicate details by email or by phone related to referred appointments that have been arranged on the patient’s behalf.
Make sure all patient reminders are made and all scheduled are kept updated with the current status of each booked appointment.
Answer and transfer all incoming phone calls into the clinic, taking messages for return calls as needed and returning calls received after hours.
Keeps EMR records up to date by scanning patient files, test results, and other documents and properly filing them in the patient’s electronic file.

Qualifications

Received or is in process of completing a College diploma and/or Medical Office Assistant diploma
Has a minimum of 2-year experiences 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
Is 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 in a bid to ensure accuracy, patient privacy and according to all Clinic guidelines related to maintaining medical records and patient communications.
Demonstrated superior verbal and written communications skills with by phone and email.
Is able to prioritize and seamlessly complete multiple tasks with a high rate of accuracy.
Develops excellent working relationships with your team & the clinical staff to effectively meet patient needs while running an efficient clinic.

The Centre:

General office conditions
Busy clinic environment
Must be able to work safely in a typical computerized office environment with frequent online or in person meetings
Clinic hours: 7 AM – 3 PM (Sunday – Saturday)

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.

IF INTERESTED IN THIS OPPORTUNITY:

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 let us know.

Minimum 15 hours per week

THOMAS HANNAM MEDICINE PROFESSIONAL CORPORATION

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Patient Services Coordinator