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Medical Office Assistant - Toronto, Canada - The CReATe Fertility Centre

The CReATe Fertility Centre

Verified Company

Toronto, Canada

1 month ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Purpose:

The Program Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operation of the Third Party Reproduction Program.

Duties and Responsibilities:

Provide administrative support to ensure that the program operations are maintained in an effective, up to date and accurate manner including:

Reception:

Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with accurate information
Greet patients/suppliers/visitors to the organization in a professional and friendly manner

General Administrative Services:

Forward voice mail from the general mailbox to the appropriate department/staff member making sure emergencies are dealt with in a timely manner
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Sort lab reports and file material according to the established procedure
Inventory, purchase, receive and store the office supplies ensuring that basic supplies are always available
Aid Manager with onboarding and training of new staff within scope of administrative duties Administrative Services for Patients:
Maintain referral record for outside agencies and satellite clinics pertaining to ovum donation
Schedule physician consultations for new patients referred through agencies including gestational carriers, donors, and intended parents
Arrange/coordinate phone consultations for nonlocal clients including assessment for

interpretive services

Followup, update and schedule counseling appointments for donors, intended parents and surrogates and bill appropriately
Maintain donor/recipient database for statistical purposes including faxing monthly reports to agencies where applicable
Faxing, scanning documents to appropriate agencies, laboratories and patients, i.e. custom letters, day 2/5 requisition for ultrasound and blood work, travel letters, sick letters, BHCG requisitions
Management of incoming blood results locating, filing
Assembly of new patient charts
Entering new patients into Visual Practice (VP) & eIVF
Completing in house and outside lab requisitions and depositing in designated area
Scheduling appointments for potential donor and or recipients with Third Party Reproduction Case Coordinators
Update agencies on patient appointments
Invoice patients for drug deposit, procedure fees, initial surrogacy consultation fees
Coordination of the daily inflow of AODs in CReATe cycle monitoring & notifying the appropriate personsphysicians, nurses and U/S technicians
Daily check of incoming blood results and monitoring of fax machines for anticipated results
Perform other related duties as required
Active role in monitoring and improving patient safety as it applies to duties & responsibilities
If bilingual do translation with MD and counsellors

Qualifications

Medical Office Administration Certification preferred (or equivalent i.e., Office Management)
13 years experience in an office setting
Strong administrative skills and basic computer skills
Ability to multitask and stay calm under pressure
Selfdirected, motivated, compassionate
Able to function well within a team environment
Ability to assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
Advanced communication, organizational and interpersonal skills.
Second language (strong asset)

Working Conditions

Full time job included but not limited to: