Admin Assistant

Position Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to manage the office operations of a Cornea, Cataract, Anterior Segment and Refractive Surgeon. This role plays a vital part in streamlining the surgical process, optimizing patient care, and reducing wait times. The ideal candidate will possess excellent communication skills, strong organizational abilities, and a keen attention to detail.

This position comes with paid vacation, stat holiday, and sick time. However, benefits and pension are paid in lieu of.

Responsibilities:

· Surgery Waitlist Management:

- Maintain an accurate and up-to-date surgery waitlist, prioritizing patients based on medical urgency, availability, and surgeon's recommendations.
- Communicate with patients on the waitlist, providing updates on their status, estimated surgery dates, and necessary preparations.
- Coordinate with other healthcare professionals, hospitals, and clinics to schedule surgeries and ensure timely patient care.

· Surgery Planning and Coordination:

- Work closely with the surgeon and medical staff to develop an effective surgery schedule, considering the surgeon's availability, operating room availability, and patient needs.
- Ensure all necessary pre-surgical requirements, such as medical clearances, diagnostic tests, and insurance authorizations, are completed in a timely manner.
- Communicate surgery details to patients, including date, time, pre-operative instructions, post-operative appointments and required documentation.
- Order medical devices required for surgery in a timely manner (at least 10 days prior to scheduled surgery date)





· Office Administration:

- Oversee the day-to-day operations of the office, including managing phone calls, emails, and mail correspondence.
- Maintain an organized filing system for patient records, surgical waitlist and referral waitlist.
- Coordinate with other healthcare professionals, hospitals, and clinics for patient care and referrals.

Other Responsibilities include:

- Reply to email and face to face inquiries
- Update Physicians CVs
- Manage the surgeon's calendar, scheduling meetings, conferences, and travel arrangements
- Act as a liaison between the surgeon and other staff members, patients, and external contacts
- Ensure compliance with relevant privacy laws and regulations, such as HIPAA.
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
- Maintain organized computer and manual filing systems
- Handle sensitive information in a confidential manner
- Interview patients in order to complete forms, documents and case histories
- Complete insurance and other claim forms
- Initiate and maintain confidential medical files and records
- Establish and maintain various internal office administrative support procedures such as document tracking and filing and monthly reporting
- Order supplies and maintain inventory




- Determine and establish office procedures and routines
- May supervise and train other staff for business continuity purposes

· Patient Coordination and Consult Waitlist management:

- Maintain a patient waitlist for upcoming consultations in an organized manner
- Schedule and manage consult patient appointments, surgeries, and follow-up visits efficiently.
- Coordinate patient referrals, records, and medical histories.
- Communicate with patients in a professional and friendly manner, providing instructions, answering inquiries, and addressing concerns.
- Ensure timely and accurate completion of necessary patient paperwork.

Qualifications:

- High school diploma or equivalent; associate degree or higher preferred.
- Proven experience as an administrative assistant or in a similar role, preferably in a medical setting.
- Strong organizational skills and the ability to prioritize tasks effectively.
- Excellent verbal and written communication skills.
- Proficient computer skills, including knowledge of electronic medical records systems.
- Knowledge of medical terminology and procedures is an asset.
- Demonstrated ability to maintain confidentiality and handle sensitive information.
- Exceptional attention to detail and accuracy.

Please submit your CV and cover letter to: [email protected] Job Type: Full-time

Pay: $25.00-$30.00 per hour

Benefits

- Paid time off

Ability to commute/relocate:
- Ottawa, ON K1H 8L6: reliably commute or plan to relocate before starting work (required)

Education:
- DCS / DEC (preferred)

Work Location: In person

📌 Administrative Assistant (Ottawa)
🏢 The Ottawa Hospital
📍 Ottawa