Patient Care Coordinator (Part-Time)

Job summary

Coordinate patient appointments, check-ins, billing, communications, and clinic flow while maintaining accurate and confidential patient records. Support clinicians by preparing and routing medical documents, processing referrals, tracking follow-ups, and assisting with clinical programs and supplies.

Job details

Position: Patient Care Coordinator (Administrator) Status: Part-Time Location: 413 Spadina Road, Toronto Company Description Wellness Haus is a state-of-the-art medical and wellness clinic located in the heart of the Forest Hill Village in Toronto. We are committed to enhancing your health and quality of life through cutting-edge medicine. Our team of expert doctors, nurse practitioners, and nurses are dedicated to providing the most advanced techniques and technologies to help you achieve your wellness goals. At Wellness Haus, we offer a comprehensive range of in-clinic and virtual services, focusing on four key areas: preventative medical care, nutrition and weight loss, skin health, and longevity. Our holistic approach ensures personalized care tailored to your unique needs, empowering you to optimize your health and live your best life. Find us on the web: https://www.wellnesshaus.com/ Summary The Patient Care Coordinator plays a central role in delivering an exceptional patient experience while supporting the clinical workflow of our medical team. This role manages the day-to-day operations of patient flow, administrative duties, and coordination of our medical care programs. In addition, the Patient Care Coordinator provides direct support to our physicians, nurse practitioners, and nurses by preparing clinical documents, managing referrals, organizing patient records, and ensuring seamless communication between all areas of the clinic. This is a part-time, in-clinic role, working primarily evenings and weekend. Responsibilities Day-to-Day Patient Experience Collaboratively works as a team with all departments and team members Provide professional customer service to all existing and new patients Confirm, schedule, and manage patient appointments Check in patients for scheduled appointments Set up treatment rooms and support clinicians during procedures as needed Greet all patients, suppliers, and visitors in a professional and friendly manner Monitor phone calls and patient concierge/info emails Ensure the timely flow of patients through the clinic Respond to patient questions, concerns, and complaints in a tactful and courteous manner Maintain strict confidentiality of all patient information Ensure EMR records are updated, accurate, and organized Confirm and follow up on patient billing and ensure payment completion prior to testing/appointments Maintain the general cleanliness and organization of the clinic Other duties as assigned Clinical Workflow & Medical Team Support Prepare, organize, and upload all clinical documents, lab reports, imaging results, and consultation summaries to the EMR Support physicians, nurse practitioners, and nurses by managing and routing documentation in a timely manner Process and submit all outbound medical referrals (specialists, imaging, labs, diagnostic testing, allied health, etc.) Track referral statuses and follow up with external providers or patients as needed Assist clinicians by ensuring patient charts are complete and ready prior to consultations Coordinate prescription requests with clinicians and pharmacies Manage incoming faxes, clinical documents, and results; ensure timely review by the appropriate clinician Follow up with patients regarding results, next steps, and upcoming appointments as directed Support medical programs (e.g., weight loss, hormone therapy, longevity programs) by preparing program materials and monitoring scheduling requirements Assist with inventory management for clinical supplies and ensure treatment rooms remain fully stocked Work closely with clinicians to identify workflow improvements and enhance the patient experience Qualifications 2+ years of experience in Administration with a medical background Above average technical skills, comfortable working with an EMR Exceptional customer service and interpersonal skills Dependable and punctual with excellent attendance Ability to prioritize and self-manage workload Strong verbal and written communication skills Strong critical thinking, problem-solving, and decision-making skills Strong organizational skills, detail-oriented and successful multi-tasker Ability to work in a fast-paced, team environment Weekend and holiday coverage availability High level of compassion and empathy Skills Proficient in Google Docs and Sheets Superior patient service skills, confidentiality, and a professional demeanor Self-motivated with the ability to work independently while following procedures Ability to prioritize and seamlessly manage multiple tasks Excellent interpersonal skills and the ability to work in a team Highly effective organizational, documentation, and communication skills Wellness Haus is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact info@wellnesshaus.com for assistance. We thank all applicants in advance for their interest in this position, however, only those selected for an interview will be contacted.

What you’ll do

Coordinate patient appointments, check-ins, billing, communications, and clinic flow while maintaining accurate and confidential patient records. Support clinicians by preparing and routing medical documents, processing referrals, tracking follow-ups, and assisting with clinical programs and supplies.

Requirements

Requires at least two years of administrative experience with a medical background, technical comfort with an EMR, and proficiency in Google Docs and Sheets. Candidates should have strong customer service, communication, organization, prioritization, and problem-solving skills, and be available for weekend and holiday coverage.

Listed skills

• Teamwork · Preferred
• Appointment Scheduling · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Critical Thinking · Preferred
• Inventory management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Patient Service
• Appointment Scheduling
• Electronic Medical Records
• Medical Documentation
• Referral Coordination
• Patient Records Management
• Confidentiality
• Google Docs
• Google Sheets
• Communication
• Organization
• Multitasking
• Problem-Solving
• Critical Thinking
• Teamwork
• Inventory Management

Job areas

• Healthcare
• Administrative
• Customer Service & Support