CCI Medical Office Admin

Job summary

The Medical Office Administrator manages daily clinic operations, including processing referrals, patient invoicing, and coordinating patient files. They also act as a primary point of contact for patients and referring physicians to ensure a well-coordinated care experience.

Job details

Job Summary Conceptia, is seeking a bilingual Medical Office Administrator to support the day-to-day administrative operations of a fast-paced fertility clinic. This role acts as a key point of contact for patients and referring physicians, supporting referral management, patient invoicing, and coordination of patient files. The successful candidate will bring strong customer service skills, sound judgment when handling confidential information, and comfort working in a constantly evolving environment. This role works closely with the Nurse Coordinator and the broader clinic team to ensure a positive and well-coordinated patient experience. Duties and Responsibilities * Receive and process incoming referrals, emails, and phone calls * Create and maintain patient files, ensuring consent and withdrawal forms are signed and kept up to date * Complete daily patient invoicing * Prepare and edit patient correspondence related to the ARC program and government funding * Contact patients for appointment booking and completion of required forms, including MediCare documentation * Maintain referral tracking logs and statistics * Liaise with referring physicians' offices * Uphold CNP standards, office procedures, and clinic policies * Discuss service fees and financial programs (e.g., Beautifi) with patients * Send treatment modules through EngagedMD and fee quotes by email * Ensure bloodwork results and other reports are complete and properly updated * Coordinate closely with the Nurse Coordinator on patient care logistics * Attend team meetings and educational training sessions * Actively participate in Conceptia Administration meetings * Other duties as assigned Required Skills and Abilities * Fully bilingual (English/French), spoken and written * Excellent customer service skills with a professional, patient-focused attitude * Strong team player, comfortable working both independently and collaboratively * Ability to thrive in a fast-paced environment with frequent change * Strong attention to detail with an open, creative approach to problem-solving * Proficiency with Outlook and willingness to learn new software and systems * Cultural competency and respect for gender and sexual diverse communities (2SLGBTQIA+) * Strong organizational skills and ability to manage multiple priorities * Sound judgment and discretion when handling confidential patient information Education and Experience * Post-secondary education or training in medical office administration, healthcare administration, or a related field, or equivalent practical experience * Prior experience in a medical office, clinic, or healthcare administrative role is an asset * Experience with EMR or patient management systems and billing/invoicing is an asset * Experience in a fertility clinic or reproductive health setting is an asset

What you’ll do

The Medical Office Administrator manages daily clinic operations, including processing referrals, patient invoicing, and coordinating patient files. They also act as a primary point of contact for patients and referring physicians to ensure a well-coordinated care experience.

Requirements

Candidates must be fully bilingual in English and French and possess post-secondary training in medical office administration or equivalent experience. Strong customer service skills, attention to detail, and the ability to handle confidential information are essential.

Listed skills

• Customer service · Preferred
• Teamwork · Preferred
• Appointment Scheduling · Preferred
• Problem solving · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Medical office administration
• Bilingual
• Customer service
• Referral management
• Patient invoicing
• Data entry
• Appointment scheduling
• Medical billing
• EMR software
• Communication
• Attention to detail
• Organizational skills
• Confidentiality
• Teamwork
• Problem-solving
• Office Administration
• Reproductive Health Care
• Organizational Skills
• Willingness To Learn
• Bilingual (French/English)
• Multilingualism
• Billing
• Management
• Customer Service
• Electronic Medical Record
• Invoicing
• Problem Solving
• Medical Office Procedures
• Medicare
• Microsoft Outlook
• Office Procedures
• Operations
• Patient Management Software
• Telephone Skills
• Statistics
• Coordinating
• Setting Appointments
• Detail Oriented

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Medical Office Administrator
• Clinical Coordinator
• Health Service Managers
• Medical and Health Services Managers