Medical Administrative Assistant - Division of Orthopaedic Surgery - Regular

About the Role

Sunnybrook Orthopaedic Associates is seeking a highly organized, professional, and empathetic Medical Administrative Assistant to support a busy spine surgeon’s office. In this role, you will serve as the central point of contact for patients, families, and external stakeholders, ensuring the seamless day-to-day administrative and financial operations of the practice.

The ideal candidate thrives in a fast-paced environment, possesses exceptional communication skills, and maintains a high level of discretion when handling confidential patient and legal information.

• Schedule inpatient/outpatient surgeries, procedures, pre-assessment appointments, and diagnostic tests.
• Prepare and organize patient charts, ensuring all necessary documentation is available ahead of clinics.
• Liaise directly with patients and families to provide clear instructions regarding appointments, pre-op preparations, and surgical details.
• Interact compassionately with patients and families who may be navigating stressful or emotionally difficult situations.

• Manage the surgeon’s calendar, including scheduling meetings, booking rooms, and arranging travel logistics.
• Proactively resolve scheduling conflicts, competing requests, and administrative issues.
• Triage and manage a high volume of calls and correspondence from patients, referring physicians, lawyers, and insurance companies with diplomacy and efficiency.

• Process and reconcile data entry for medical billing, including OHIP, Worker’s Compensation, and Third-Party Billings.
• Manage third-party service billings and tracking (e.g., legal requests, insurance companies).
• Complete corporate financial forms, including electronic cheque requisitions and travel expense submissions for reimbursement.

• Maintain, update, and purge secure electronic and hard-copy patient files and financial databases in accordance with hospital privacy policies.
• Manage daily office logistics: open and route incoming mail/faxes, arrange couriers, and monitor/order office supplies.
• Prepare physical exam rooms, ensuring they are fully stocked and organized prior to patient clinics.
• Provide cross-coverage for fellow administrative staff during vacations, illness, or peak workload periods, and assist in training new team members as needed.

• Experience
  :
  Previous experience as a medical secretary or administrative assistant within a clinical, surgical, or hospital environment is preferred.
• Knowledge
  :
  Strong proficiency with Ontario medical billing and familiarity with relevant medical terminology.
• Communication
  :
  Exceptional interpersonal and communication skills, with a proven ability to handle sensitive or escalated situations with patience and courtesy.
• Organization
  :
  Superior multi-tasking and time-management skills, with the ability to manage competing priorities from patients and medical staff seamlessly.
• Technical Skills
  :
  Proficient in electronic medical records databases, Microsoft Office Suite, and general office technology.

• Physical
  :
  Standard clinical office environment with no adverse physical conditions.
• Psychological
  :
  Fast-paced environment with frequent competing priorities. Requires resilience and professionalism when interacting with occasionally stressed or upset individuals.

Sunnybrook Orthopaedic Associates is an equal opportunity employer. We thank all applicants for their interest, however, only those selected for an interview will be contacted.

Qualified candidates are invited to submit their resume in confidence to the attention of:

Carolyn Pezzetti, Administrative Director

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