Administrative Assistant (Medical Administrator)

Status: Full-Time Permanent

Position: Medical Administrator

Location: Toront (Yonge & Eglinton)

Hourly Rate: Starting at $24/hr

About Pollin

Pollin Fertility is a modern, patient-centered reproductive healthcare clinic in Toronto. We combine advanced reproductive medicine with compassionate care and technology-forward systems to deliver care that's faster, more personal, and more inclusive. We're growing, and we're building the kind of team that grows with us.

Overview

We’re looking for a warm, welcoming and highly organized Patient Services Administrator to join our growing team at Pollin Fertility. You’ll be an important part of the patient experience, greeting patients, coordinating appointments, supporting our clinical team and ensuring each patient feels cared for from the moment they arrive. Fertility experience isn’t required; we’re looking for someone with a strong customer-service mindset who is friendly, professional and thrives in a fast-paced, team-oriented environment.

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 experience in healthcare or a 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 welcome applicants from all backgrounds and are committed to a diverse, inclusive workplace. Accommodations are available throughout the hiring process.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Benefits:

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