Job Summary To provide the crucial role of first contact with new referrals and potential patients for the clinic. The coordinator is responsible for all aspects of the referral process, including receiving and tracking referral requests, scheduling initial consultations and communicating with the administrative staff. The coordinator will also provide concierge service for potential patients making inquiries via email or clinic website.

New Referrals

· Triage new patient referrals daily and assign to physicians as requested or in sequence

· Enter patient demographics into eIVF including referring physician, health card verification, and web access for patient portal

· Communicate with patient directly to review referral, assess patient needs and schedule initial consultation to ensure a smooth referral process

· Email patient with confirmation of appointment and instructions for patient portal

· Upload referral to patient documents

· Task administrative assistant to upload Welcome Package

· Document and track all referrals for statistical analysis

Email Inquires

· Monitor and respond to all email inquires

· Provide excellent customer service for general inquires

· Direct queries to appropriate departments when necessary

· Track email trends

Website Scheduled Inquires

· Communicate with potential patients that have booked “Getting Started” consultation via website





· Provide concierge service to provide information of services offered including referral requirements, funded services, elective procedures and fees

Skills and Behaviours

· Advanced communication, organizational and interpersonal skills

· Ability to work independently

· Knowledge of all clinic services in cycle monitoring department for IUI, IVF and FET programs, ovum donor and surrogate department, and elective fertility preservation

· Robust knowledge of eIVF

Qualifications

- Post-secondary education in medical office administration, business, or a related field is preferred.
- 1–3 years of experience in a healthcare, medical, or fertility clinic setting.
- Experience in a patient-facing role is a strong asset.

Working Conditions

Monday to Friday, weekends and Holidays as scheduled.

Pay: $19.00-$20.00 per hour

Expected hours: No less than 24.0 per week

Ability to commute/relocate

- Toronto, ON M5G 1N8: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Are you comfortable managing referrals, inquiries, patient information, and follow-ups independently?

Experience:
- working in a healthcare, medical office, or clinic setting: 1 year (required)
- patient-facing role with direct patient communication: 1 year (required)

Work Location: In person

📌 Patient Care Coordinator (Toronto)
🏢 The CReATe Fertility Centre
📍 Toronto