The Pollin Fertility team is looking for a talented Medical Administrator to join our growing team!

At Pollin we believe that easy access to medical care is a crucial part of providing a better, more personalized fertility experience. With our customized patient portals and advanced Electronic Medical Records (EMRs), we are not just redefining patient care – we are reimagining the future of fertility treatments for a more connected, customized, and empowered patient experience.

Summary

The medical administrator manages the day-to-day experiences of patients at Pollin from a new patient consultation to cycle monitoring to the early pregnancy program.

Reports to

Director of Clinical Operations

Job Duties

Day-to-Day Patient Experience - Weekdays

Collaboratively works as a team with all departments and team members
Work closely with physicians, nurses and peers throughout the patient journey
Provide professional customer service to all existing and new patients, including confirming clinic appointments for patients
Escort patients upon arrival and direct patients to the appropriate area for appointments and testing
Triage inquiries from patients and escalate to nursing team when needed
Ensure charts and proper requisitions are prepared for physicians, nurses, blood and ultrasound technicians during cycle monitoring and other appointments
Ensure proper forms are available and prepared for all physicians orders
Review results and triage accordingly
Task abnormal lab reports for the physician or nurses to review
Provide guidance to patients on how to prepare for various test and procedures
Assist in patient booking appointments as instructed by the physician or nurses
Confirm and follow up on patient billing and ensuring payment completion prior to testing and appointments
Respond promptly to all patient inquiries
Keep all EMR records up to date
Ensure patient records are prepared and ready prior to physician consultation
Ensure time sensitive patient results and other documents are ready for review for physicians and nurses
Support physicians during procedures
Maintain supplies and cleanliness of ultrasound rooms before, during and after procedures
Maintain strict confidentiality of all patient information
Promote a positive work environment and culture, be accountable for personal conduct
Attend department or clinic-wide meetings
Other duties as required
Weekend and holiday work as required

Day-to-Day Patient Experience - Weekends

Checking in patients for scheduled cycle monitoring appointments
Set up for day 1 calls – including stimulation sheets and requisitions as required
Setting up IUI procedures and being present with the physician

Qualifications

2+ years of experience in Administration with a medical background
Previous experience in fertility setting, is an advantage
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 organization 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

Is proficient in Google, docs, and sheets
Has superior patient service skills, confidentiality and a professional demeanor
Is self-motivated with an ability to work independently while following procedures
Is able to prioritize and seamlessly manage multiple tasks
Has excellent interpersonal skills and the ability to work in a team
Has highly effective organizational, documentation and communication skills

Working Conditions

General office conditions
7 day per week operation, 7am-3pm
Weekend and Holiday work as required

How to Apply

Email you cover letter and resume to hr@pollinfertility.com

Pollin 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.

We thank all applicants in advance for their interest in this position, however, only those selected for an interview will be contacted.

Job Type: Full-time

Benefits:

Dental care
Extended health care
Life insurance
Paid time off
Vision care

Work Location: In person

Pollin Fertility Clinic

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