About the company

Anova Fertility & Reproductive Health is the premier fertility health centre in Canada exclusively focused on reproductive medicine and women’s health. Since 2016, we have built a reputation as the leader in innovation, education, and communication for best-in-class, inclusive, humanized fertility and reproductive care. Anova is known for its collaborative and holistic approach, leveraging an award-winning, multidisciplinary team of healthcare professionals, including Reproductive Endocrinologists, OB/GYNs, Family Physicians, Physician Assistants, Nurses, and other specialized healthcare professionals. Our high-functioning team provides exceptional patient care through advanced fertility treatments and personalized treatment plans.

About the position

As an on-site Patient Services Administrator, you will work as part of our team and provide a range of customer service and office support activities to facilitate the efficient operation of the Clinic. Between the hours of 6:45 a.m. and 3:30 p.m., Tuesday through Saturday, you will be one of the faces and voices of Anova Fertility for patients coming to the Clinic for treatment and calling for inquiries and bookings. This position entails taking calls, relaying messages, responding to inquiries, greeting people, booking appointments, and processing payments at the front desk. Rotation on long weekends and statutory holidays is a requirement for this position. Crucially, you will share the founder, Dr. Marjorie Dixon’s commitment to being the gold standard for successful reproductive health and fertility centres.

Responsibilities

· Warmly greet and welcome all visitors and patients to reception area, creating friendly and welcoming atmosphere for optimal patient experience

· Engage with patients daily through various channels, including phone, email, EMR portal, and in-person appointments

· Register current patients upon arrival and facilitate optimal patient flow

· Register new patients in medical record system and create patient files

· Support Clinic by providing quality customer service and administrative assistance

· Answer phone calls and handle inquiries professionally and courteously

· Book, confirm, and reschedule appointments for Physicians and Clinic practitioners

· Review payment records, identify outstanding charges, collect payments due, and prepare invoices and receipts

· Complete insurance and other claim forms

· Schedule diagnostic tests for patients, as needed

· Provide education and support to patients regarding clinic procedures, diagnostic testing, and treatment options

· Deliver personable, inclusive, and elevated care experience in collaborative and multidisciplinary environment

· Enter efficient, detailed, and accurate data and documentation related to all patient communications

· Prepare for clinic operations by ensuring all essential reports and information are organized and ready for following day

· Share pertinent information with coworkers to facilitate patient care

· Ensure timely flow of patients through clinic and respond to patients’ complaints and concerns in a tactful and courteous manner

· Respond to and track new patients’ referrals

· Check and operate faxes to ensure timely communication and documentation

· Process medication payments, ensuring accuracy and compliance of all transactions

· Report issues and patient concerns to supervisor promptly and assist in identifying opportunities to drive efficiency

· Maintain electronic medical records (EMR), including medical charts

· Ensure that front desk and reception areas represent pristine, soothing, and welcoming environment

· Ensure that reception supplies are maintained, logged, and reported

Qualification and Requirements

· Successful completion of post-secondary certificate or diploma in Medical Administration or equivalent preferred

· Experience handling reception duties and working with multi-line phone system, ideally in fertility or medical environment

· At least one (1) year of experience with electronic medical records system

· Track record of performing variety of clerical tasks with accuracy and speed

· Track record of providing inclusive and diverse care, including service to members of LGBTQIA2S+ community

· Experience taking payments through POS systems and handling cash

· Proficient with MS Office, virtual meetings, and EMR and/or CRM

· Exceptional organization and time management skills

· Strong interpersonal and communication skills, verbal and written

· Ability to relay messages by phone, in person, and in writing

· Keen attention to detail and problem-solving skills

· Ability to interact with patients of all ethnicities and backgrounds

· Ability to work independently and within team

Why Join Us?

· Enjoy a fast-paced, high-energy work environment

· Work in stunning office at transit-oriented location (Yonge & Sheppard)

· Career opportunities and company events

· Work in a clinical environment that offers the latest fertility advancements, expertise, alongside the inspiring Dr. Dixon

· Work in the most renowned fertility clinic in Canada, with best in-class-care, top in-house laboratory

· Become part of an award-winning, influential team that improves access to care, are leaders in inclusivity and that give back to community

Profile

· Passionate – you’re committed to providing exceptional customer service to Anova patients

· Driven – you’re a responsible and organized professional and a rockstar in your chosen field

· Compassionate – you are empathic with patient needs and concerns, with a solid understanding of confidentiality

· Accountable– you are a gem, who is accountable to being consistent and delivering best-in class-service, taking pride in your work

· Unfazed under pressure – you put the puck in the net when expectations are high and thrive in a patient-facing environment

How to apply: if you are interested in joining a company that is passionate about being the gold standard for successful reproductive health and fertility centres, please send us your resume and cover letter.

Job Types: Full-time, Permanent

Pay: $21.00-$25.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care

Schedule:

• Monday to Friday
• Weekends as needed

Application question(s):

• Are you legally entitled to work in Canada?
• Are you available to work a 6:30 to 2:30 shift and rotate on weekends and stat holidays?

Experience:

• working with electronic medical records systems: 1 year (preferred)

Work Location: In person