Medical Administrator - Front Desk

About Pollin Fertility and Reproductive Health:

Join a pioneering team dedicated to excellence in reproductive health. At Pollin Fertility, we utilize cutting-edge technologies and innovative practices to provide outstanding care. We are expanding our team and seeking an experienced Medical Administrator who is passionate about making a difference in the lives of our patients and supporting our clinic operations.

Job Description:

As a Medical Administrator - Front Desk, you will play a crucial role in ensuring the smooth day-to-day operations of our clinic, directly impacting both patient experience and internal efficiency. Your responsibilities will encompass a blend of patient-facing support, administrative tasks, and basic IT and facility-related 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.
• Escort patients upon arrival and direct them to the appropriate area for appointments and testing.
• Triage inquiries from patients and escalate to the nursing team when needed.
• Ensure charts and proper requisitions are prepared for physicians, nurses, blood and ultrasound technicians.
• Ensure proper forms are available and prepared for all physician 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 tests and procedures.
• Assist in booking appointments as instructed by physicians or nurses.
• Confirm and follow up on patient billing, ensuring payment completion prior to 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.
• Maintain supplies and cleanliness of clinic.
• Maintain strict confidentiality of all patient information.
• Promote a positive work environment and culture, and be accountable for personal conduct.
• Attend department or clinic-wide meetings.

IT Duties:

• Perform basic laptop setup for new staff.
• Troubleshoot minor technical issues related to laptops and peripherals.
• Liaise with external IT support for complex issues.

Facility and Inventory Management:

• Disburse and track employee fobs.
• Conduct regular inventory checks of office and medical supplies.
• Assist in ordering and organizing supplies as needed.

Other Duties:

• Other duties as required.

Weekend and Holiday Work:

• 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.
• Setting up IUI procedures and being present with the physician.

Qualifications:

• 2+ years of experience in Administration, preferably in a medical setting.
• Previous experience in fertility is an asset.
• Demonstrates honesty and trustworthiness.
• Above-average technical skills; comfortable with EMR and basic IT troubleshooting.
• Exceptional customer service and interpersonal skills.
• Dependable, punctual, and 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.
• Highly organized and detail-oriented; able to multitask effectively.
• Ability to work in a fast-paced, team-based environment.
• Weekend and holiday coverage availability.
• High level of compassion and empathy.

Skills:

• Proficient in Google Workspace (Docs, Sheets, etc.).
• Maintains confidentiality and demonstrates professionalism.
• Self-motivated and able to follow procedures independently.
• Strong multitasking and prioritization abilities.
• Excellent interpersonal and team collaboration skills.
• Effective organizational and communication abilities.

Why Join Us?

• Be part of a leading clinic in fertility and reproductive health.
• Join a collaborative, inclusive work culture.
• Support for professional development and career growth.
• Competitive compensation and comprehensive health benefits.

Industry:

Hospitals and Health Care

Employment Type:

Full-time- Monday to Friday

Working Conditions:

• 7-day per week operation, 7 am-3 pm.
• Weekend and holiday work required.

Equal Opportunity Statement:

Pollin Fertility is an equal opportunity employer. We are committed to fostering an inclusive, diverse, and respectful workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, or any other protected characteristic.