Patient Services Administrator

Our client, a leading fertility and reproductive health clinic, is seeking a Patient Services Administrator / Medical Assistant Administrator to join their team in North York as an incremental hire. This is an excellent opportunity for a highly organized, patient-focused administrative professional who thrives in a fast-paced healthcare environment. This is a full-time, in-office position offering the opportunity to be part of a collaborative and patient-focused team. As a key front-line point of contact, you will support patients throughout their fertility journey while coordinating appointments, referrals, documentation, billing, and communication with physicians and clinical teams. This role is ideal for someone who brings strong communication skills, empathy, attention to detail, and a high level of professionalism to every patient interaction. Duties and Responsibilities Serve as a primary point of contact for patients by phone, email, EMR messaging, and in person Create a warm, professional, and welcoming experience for patients and visitors Respond to patient inquiries, concerns, and complaints with empathy, discretion, and professionalism Coordinate new patient referrals, consultations, appointments, diagnostic testing, and treatment-related services Book, confirm, and reschedule appointments while supporting physician schedules and overall clinic flow Maintain accurate and confidential patient files, medical records, consent forms, and related documentation Communicate effectively with physicians, nurses, embryology teams, pharmacies, laboratories, and internal departments to support continuity of care Provide administrative support to physicians and clinical teams, including coordinating referrals, laboratory requisitions, diagnostic testing, and physician correspondence Support IVF cycle coordination and patient counselling workflows through non-clinical administrative support Process payments, prepare invoices and receipts, and assist with billing inquiries and outstanding balances Support OHIP billing, private-pay services, medication coordination, pharmacy interactions, and insurance or reimbursement documentation Maintain accurate data, reports, trackers, logs, and other administrative records within EMR and clinic systems Ensure all patient and physician documentation is handled accurately and in accordance with privacy and confidentiality requirements Support day-to-day clinic operations and contribute to process improvements and workflow efficiency Maintain a professional, organized, and welcoming reception and waiting area Take on additional administrative responsibilities as required Key Indicators of Success Providing a consistently exceptional and compassionate patient experience Maintaining accurate, timely, and confidential patient documentation and records Ensuring appointments, referrals, testing, and treatment-related administrative processes are coordinated efficiently Building strong working relationships with physicians, nurses, embryology teams, and other internal and external partners Demonstrating strong organization, attention to detail, and follow-through in a fast-paced environment Supporting smooth day-to-day clinic operations and contributing to workflow improvements Handling sensitive patient interactions with professionalism, empathy, and discretion Competencies and Qualifications 2–3 years of experience in a medical, healthcare, or fertility environment, with experience in a high-volume, patient-facing setting Direct experience in a fertility or IVF clinic is preferred Strong written and verbal English communication skills, with the ability to communicate clearly and empathetically Exceptional customer service and interpersonal skills Highly organized with strong multitasking and time-management abilities Meticulous attention to detail and accuracy when handling patient information and documentation Comfortable managing sensitive and emotionally complex patient interactions with professionalism and discretion Strong administrative and computer skills, including experience with EMR systems and scheduling platforms Experience with systems such as Accuro, Meditech, or fertility-specific platforms is an asset Knowledge of OHIP billing, private-pay healthcare services, medication coordination, or insurance processes is an asset Ability to work effectively both independently and as part of a multidisciplinary team Calm and composed under pressure in a fast-paced environment Dependable, professional, conscientious, and committed to providing a high level of patient care Post-secondary education in healthcare administration, medical office administration, or a related field is preferred This opportunity offers a base salary of $45,000–$50,000, depending on experience. To support a fair and efficient hiring experience, we may use AI-assisted tools for administrative tasks like note-taking or scheduling. These tools never make hiring decisions, our team does. If you have any questions about how we use AI, we're happy to discuss.

Serve as the primary point of contact for patients, managing scheduling, referrals, and billing within a fertility clinic. Provide administrative support to clinical teams and physicians to ensure smooth IVF cycle coordination and patient care continuity.

Requires 2-3 years of experience in a healthcare setting, preferably within a fertility or IVF clinic. A post-secondary degree in healthcare or medical office administration is preferred along with proficiency in EMR systems.

• Time managementPreferred
• Customer servicePreferred

Identified from the job description. Confirm important requirements above.

• Patient Coordination
• Medical Billing
• EMR Systems
• Customer Service
• Appointment Scheduling
• Medical Documentation
• OHIP Billing
• Communication Skills
• Time Management
• Multitasking
• Patient Counseling Support
• Referral Coordination
• Confidentiality
• Administrative Support
• Interpersonal Skills
• Professionalism

• Healthcare
• Administrative
• Customer Service & Support

Minimum education

Professional degree

Minimum experience

2+ years

Apply by

Sep 24, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Not Applicable

Application method

Direct apply is available