Medical Administrator – Toronto
The Pollin Fertility team is looking for a talented Medical Administrator to join our team in Toronto.
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 is responsible for managing the day-to-day patient experience at Pollin, from initial consultation through cycle monitoring to the early pregnancy program. This role also provides front desk coverage, ensuring a seamless, professional, and welcoming experience for all patients both in-person and virtually.
Reports To
Director of Clinical Operations
Key Responsibilities
Patient Experience & Administrative Support (Weekdays)
- Collaborate effectively with all departments and team members
- Work closely with physicians, nurses, and peers throughout the patient journey
- Provide professional and compassionate customer service to all patients
- Confirm clinic appointments and manage scheduling logistics
- Escort patients upon arrival and direct them appropriately for appointments and testing
- Triage patient inquiries and escalate to the nursing team when required
- Prepare charts and requisitions for physicians, nurses, and technicians
- Ensure all required forms are completed and available for physician orders
- Review results and triage accordingly; flag abnormal lab reports for clinical review
- Guide patients on preparation for tests and procedures
- Assist with booking appointments as directed by physicians or nurses
- Confirm billing details and ensure payment completion prior to services
- Maintain accurate and up-to-date EMR records
- Ensure all patient records and time-sensitive documents are prepared in advance
- Support physicians during procedures as needed
- Maintain cleanliness and supplies in clinical rooms
- Maintain strict confidentiality of patient information
- Contribute to a positive team environment and attend meetings as required
Front Desk Coverage
- Provide primary front desk support
- Greet and check in patients in a professional and welcoming manner
- Manage incoming calls, emails, and general inquiries
- Schedule, reschedule, and confirm appointments
- Maintain an organized and efficient reception area
- Coordinate patient flow and communicate delays or updates
- Handle general administrative intake tasks, including documentation and scanning
Weekend & Holiday Coverage
- Check in patients for cycle monitoring appointments
- Prepare day 1 call materials (stimulation sheets, requisitions, etc.)
- Assist with IUI procedure setup and support physicians as required
- Provide front desk/reception coverage as needed
Qualifications
- 2+ years of administrative experience in a medical setting
- Previous fertility clinic experience is an asset
- Strong technical skills; comfortable working with EMRs
- Exceptional customer service and interpersonal skills
- Reliable, punctual, and professional
- Strong organizational and multitasking abilities
- Excellent verbal and written communication skills
- Strong critical thinking and problem-solving skills
- Ability to work independently and in a fast-paced team environment
- Availability for weekends and holidays
- High level of compassion and empathy
Skills
- Proficient in Google Docs, Sheets, and general office systems
- Strong patient service skills with a professional and confidential approach
- Self-motivated with the ability to follow procedures independently
- Excellent time management and prioritization skills
- Strong teamwork and collaboration abilities
- Highly organized with strong attention to detail
Working Conditions
- General office and clinical environment
- Monday to Friday 7:00 AM – 3:00 PM
- Weekend and holiday work as required
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 for their interest; however, only those selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: From $24.00 per hour
Benefits:
- Dental care
- Extended health care
- Life insurance
- Paid time off
Work Location: In person
