JOB OPPORTUNITY NOTICE

Position: Clinic Administrative Coordinator

Status: Casual, Permanent (approx. 9 hours per week, 5 days a week)

Division: Vascular Surgery

Work Arrangement: position can be performed remotely

Salary Range: $24.46 – $29.23/hr

Start Date: ASAP

Vacancy Disclosure: new position

The Vascular Associates within The Department of Surgery is looking for a casual, permanent Clinic Administrative Coordinator. Please see below for the details.

POSITION SUMMARY

The Clinic Administrative Coordinator provides administrative support for the National Capital Vein Institute (private vein clinic; ncvi.ca) which operates outside of the hospital setting. The role is responsible for managing referrals, coordinating patient appointments, supporting procedural scheduling, and serving as a key point of contact for patients throughout their care journey.

This position requires a highly professional, patient-focused individual who can provide exceptional customer service and effectively support patients seeking privately funded vein procedures.

KEY RESPONSIBILITIES

Referral and Intake Management

- Monitor and manage incoming referrals through a dedicated clinic fax line.
- Review and triage referrals according to established clinic processes.
- Coordinate referral intake and ensure appropriate follow-up with patients.
- Monitor referral volumes and assist in maintaining timely access to care.

Patient Coordination

- Contact patients to schedule consultations and procedures.
- Serve as the primary administrative point of contact for patients.
- Provide a high level of customer service and support throughout the patient experience.




- Respond to patient inquiries in a skilled, courteous, and timely manner.

Procedure Preparation and Follow-Up

- Assist patients with pre-procedure and post-procedure information.
- Distribute and review clinic educational materials and procedural documentation.
- Ensure patients receive appropriate instructions before and after treatment.
- Escalate clinical questions to the physician as required.

Clinic Operations

- Support approximately two procedure days per month.
- Coordinate scheduling and administrative logistics related to clinic activities.
- Maintain accurate patient records and documentation.
- Liaise with clinic partners and external providers as required.

QUALIFICATIONS AND EXPERIENCE

- Previous experience in a medical office, clinic administration, or healthcare environment.
- Strong organizational and time-management skills.
- Excellent communication and interpersonal abilities.
- Demonstrated ability to work independently in a virtual or remote environment.
- Strong customer service orientation with the ability to manage demanding or high-expectation clients professionally and patiently.
- Proficiency with standard office software and electronic scheduling systems.

COMMENTS TO APPLICANT

We thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted.

The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.

Pay: $24.46-$29.23 per hour

Experience:

- medical administrative assistant: 2 years (preferred)

Work Location: Remote

📌 Clinic Administrative Coordinator (Ottawa)
🏢 The Department of Surgery
📍 Ottawa