Job Purpose

Third-Party Administrative Assistant plays a vital role in supporting patients through scheduling, intake, and coordination of clinical and administrative processes. This position ensures seamless communication between patients, and clinic programs to deliver high-quality services.

Duties and Responsibilities

Fertility Preservation (CReATe & Ovassure):

- Schedule virtual consultations with Nurse Practitioner (NP) / Doctor and coordinate in-house testing and follow-up appointments.
- Facilitate patient portal access and support patients in utilizing digital resources.
- Accurately enter patient demographics into the electronic medical record (EMR) system.
- Distribute and track completion of current patient intake forms.
- Create and maintain organized patient charts in the EMR, ensuring all documentation is clearly labelled.
- Prepare laboratory requisitions and schedule lab and imaging appointments based on NP/MD orders.
- Escort patients to testing areas (e.g., laboratory, ultrasound) and provide guidance during the testing process.
- Upload referrals, forms, and previous medical records into the EMR system to maintain comprehensive patient files.

Third Party Program Coordination:

- Coordinate all required consultations (legal, psychological, medical) ensuring appointments are scheduled and confirmed in a timely manner.
- Manage e-filing processes and coordinate Physician Assistant schedule for surrogate consultations.
- Answer general phone inquiries using a professional and courteous manner.
- Direct phone inquiries to the appropriate staff members.
- Monitor and respond to email related questions and concerns or refer to appropriate person.
- Aid manager with onboarding and training of new staff- within scope of administrative duties.
- Maintain referral records for outside agencies related to egg donors and surrogates.
- Upload documents as needed to EMR (ex. Profiles, AMH, outside consultation notes etc.)



Active role in monitoring and improving patient safety as it applies to duties and responsibilities.
- Ensure all consent forms and questionnaires are completed and uploaded appropriately.
- Schedule physician consultations for new patients (Intended Parent(s)) and arrange interpretive services if required.
- Enter and maintain donor/ surrogate/ intended parent matches into Salesforce.
- Process release of record requests from third party patients and release once approved by physician to requesting party with patient consent.
- Coordination of daily inflow for in house egg donors for cycle monitoring and notifying the appropriate departments.
- Monitoring fax machine for incoming AMH results for egg donors.

Skills and Behaviours

- Proven experience in medical office coordination in fertility settings.
- Knowledge of all clinic services in cycle monitoring department for IUI, IVF and FET programs, ovum donor and surrogate department, and elective fertility preservation.
- Strong organizational skills with attention to detail in documentation and scheduling.
- Knowledge and experience working with EMRs and Microsoft Teams.
- Excellent interpersonal and communication skills to effectively interact with patients, clinical staff, and third-party team.
- Ability to manage multiple tasks simultaneously and adapt to changing priorities.
- Discretion and professionalism in handling confidential patient information.
- Strong knowledge of eIVF.

Working Conditions

- Full-time, on-site position (Monday to Friday; occasional evening or weekend availability may be required)
- Fast-paced environment with frequent patient and staff interaction.

Reports to Nurse Practitioner & Administration Manager

Job Type: Full-time

Pay: $24.00-$26.00 per hour

Benefits

- Extended health care
- Life insurance
- Paid time off

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

Experience:
- Medical Clinic: 2 years (preferred)
- working with Salesforce, for data entry & CRM record: 1 year (required)

Work Location: In person

📌 Medical Administrative Assistant – Third Party Program (Toronto)
🏢 CReATe Fertility Centre
📍 Toronto