Reception and Accounting Coordinator

Location: Victoria Clinic, On site

Work Schedule: 7:15am – 3:15pm, 5 days a week, includes weekends and holidays (37.5 hours)

Overview:

Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:

Reporting to the Clinic Manager, the Reception & Accounting Coordinator is pivotal to the organization – this being the first voice and experience our patients encounter. You will be responsible for delivering the highest level of customer service to Olive patients. This full-time position requires a motivated, energetic, self- directing individual able to work in a busy, professional, multi-tasking environment. You are required to provide exceptional patient centered care in a friendly, calm, personable manner, and be able to work accurately and efficiently while interacting effectively and in a supportive manner to all Olive’s diverse patients.

Key Areas of Involvement Include:

Reception:

- Greet and check-in patients as they enter the clinic.
- Take webcam photos of all new patients and ensure they are accurately set up in the patient’s demographics folder in the company Electronic Medical Records program.
- Answer and triage all incoming calls with a pleasant, accommodating, and professional demeanour.
- Provide referral and clinic facility information to callers ensuring correct information is imparted in a professional, caring manner.
- Arrange courier service for pickups.




- Accept and confirm delivered packages; including verifying all supplies are present and notifying the Finance Department of any missing items.
- Medi-tran courier; keeping accurate records of items sent.
- Retrieve all overflow voice message calls.
- Monitor corporate coffee machine – call in for servicing as needed.
- Appointment confirmations (No chart prep)
- Tracking down reports and test results and scanning into charts as needed
- Obtaining male partner PHN when needed
- After consultation requisition uploading
- Scanning all paper reports/results/consents for Victoria patients
- Scanning and updating status for Electronic Communication Consents
- Document management Chart transfers, Prenatal Referrals – Victoria Patients
- Other duties as required.

Accounting:

- Interact with patients daily.
- Respond to patient queries in person, email, and phone.
- Perform patient financial orientations.
- Process patient payments in accounting system and using POS.
- Process payments at Reception & Pharmacy
- Prepare invoices for services and prescriptions.
- Assist with collections.
- Assist with preparation of day sheets/daily revenue collections and outstanding invoices.
- Liaison with other staff members
- Communicate and coordinate with Olive accounting department.
- Other duties as required.

Qualifications:





Education, Training and Experience:

· Medical Office Assistant certification is asset.

· Minimum of two (2) years of related experience.

· Previous experience working in a medical office is an asset.

· Previous accounting experience is an asset.

Skills and Abilities:

· Ability to work quickly and accurately in all areas of responsibility.

· Professional, polite, friendly demeanour and ability to put patients at ease.

· Proficiency with MS Office

· Ability to communicate effectively both verbally and in writing.

· Ability to work independently and as a member of a multi-disciplinary team.

· Demonstrated ability to organize, multitask, and prioritize work in an environment subject to changing deadlines, stress, and interruptions.

· Acute awareness of confidentiality and the need to keep all patients and personnel based discussions to areas away from patients.

· Physical ability to perform the duties of the position.

· Punctual – ready and physically performing required tasks at the start of each shift.

Job Types: Full-time, Permanent

Pay: From $26.00 per hour

Perks:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Ability to commute/relocate:

- Victoria, BC: reliably commute or plan to relocate before starting work (required)

Experience:

- Medical office: 1 year (preferred)
- Reception: 2 years (preferred)

Work Location: In person

📌 Medical Office Assistant/Receptionist (Victoria)
🏢 Olive Fertility Centre
📍 Victoria