Patient Services Coordinator

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.

• 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.

• 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 Quick Books to invoice patients for medical services and medications purchased at the clinic.
• Assisting with medication inventory and dispensing, under nursing supervision.

• 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.

• 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.

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

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

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…