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