Our client, a leading fertility and reproductive health clinic, is seeking a Patient Services Administrator / Medical Assistant Administrator to join their team in North York as an incremental hire. This is an excellent opportunity for a highly organized, patient-focused administrative professional who thrives in a fast-paced healthcare environment. This is a full-time, in-office position offering the opportunity to be part of a collaborative and patient-focused team.

As a key front-line point of contact, you will support patients throughout their fertility journey while coordinating appointments, referrals, documentation, billing, and communication with physicians and clinical teams. This role is ideal for someone who brings strong communication skills, empathy, attention to detail, and a high level of professionalism to every patient interaction. Duties and Responsibilities

Serve as a primary point of contact for patients by phone, email, EMR messaging, and in person

Create a warm, professional, and welcoming experience for patients and visitors

Respond to patient inquiries, concerns, and complaints with empathy, discretion, and professionalism

Coordinate new patient referrals, consultations, appointments, diagnostic testing, and treatment-related services

Book, confirm, and reschedule appointments while supporting physician schedules and overall clinic flow

Maintain accurate and confidential patient files, medical records, consent forms, and related documentation

Communicate effectively with physicians, nurses, embryology teams, pharmacies, laboratories, and internal departments to support continuity of care

Provide administrative support to physicians and clinical teams, including coordinating referrals, laboratory requisitions, diagnostic testing, and physician correspondence





Support IVF cycle coordination and patient counselling workflows through non-clinical administrative support

Process payments, prepare invoices and receipts, and assist with billing inquiries and outstanding balances

Support OHIP billing, private-pay services, medication coordination, pharmacy interactions, and insurance or reimbursement documentation

Maintain accurate data, reports, trackers, logs, and other administrative records within EMR and clinic systems

Ensure all patient and physician documentation is handled accurately and in accordance with privacy and confidentiality requirements

Support day-to-day clinic operations and contribute to process improvements and workflow efficiency

Maintain a professional, organized, and welcoming reception and waiting area

Take on additional administrative responsibilities as required Key Indicators of Success

Providing a consistently exceptional and compassionate patient experience

Maintaining accurate, timely, and confidential patient documentation and records

Ensuring appointments, referrals, testing, and treatment-related administrative processes are coordinated efficiently

Building robust working relationships with physicians, nurses, embryology teams, and other internal and external partners

Demonstrating strong organization, attention to detail, and follow-through in a fast-paced environment

Supporting smooth day-to-day clinic operations and contributing to workflow improvements





Handling sensitive patient interactions with professionalism, empathy, and discretion Competencies and Qualifications

2–3 years of experience in a medical, healthcare, or fertility environment, with experience in a high-volume, patient-facing setting

Direct experience in a fertility or IVF clinic is preferred

Strong written and verbal English communication skills, with the ability to communicate clearly and empathetically

Exceptional customer service and interpersonal skills

Highly organized with strong multitasking and time-management abilities

Meticulous attention to detail and accuracy when handling patient information and documentation

Comfortable managing sensitive and emotionally complex patient interactions with professionalism and discretion

Strong administrative and computer skills, including experience with EMR systems and scheduling platforms

Experience with systems such as Accuro, Meditech, or fertility-specific platforms is an asset

Knowledge of OHIP billing, private-pay healthcare services, medication coordination, or insurance processes is an asset

Ability to work effectively both independently and as part of a multidisciplinary team

Calm and composed under pressure in a fast-paced environment

Dependable, skilled, conscientious, and committed to providing a high level of patient care

Post-secondary education in healthcare administration, medical office administration, or a related field is preferred This opportunity offers a base salary of $45,000–$50,000, depending on experience. To support a fair and efficient hiring experience, we may use AI-assisted tools for administrative tasks like note-taking or scheduling. These tools never make hiring decisions , our team does. If you have any questions about how we use AI, we're happy to discuss.

📌 Patient Services Administrator (Markham)
🏢 IQ PARTNERS
📍 Markham