Job Summary

You will be the first point of contact for our patients and the person who keeps clinic days, surgical bookings and billing running smoothly. We are looking for someone organized, warm and discreet, who takes pride in making patients feel cared for from the first phone call.

We are seeking a dynamic and highly organized Assistant to join our team! In this vital role, you will be the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to patients. Your proactive approach, excellent communication skills, and attention to detail will help foster an efficient, welcoming environment.

Key responsibilities

Patient care and front desk

- Greet patients, check them in and out, and verify OHIP and demographic information
- Answer phones, voicemail and email promptly and with empathy
- Prepare patients for consultations and post-operative visits
- Support patients and families through the surgical journey, from referral to follow-up

Scheduling and coordination

- Manage the clinic schedule, consults, minor procedures and follow-ups
- Book surgical cases at William Osler and coordinate pre-operative appointments, labs and forms
- Track referrals, request outside records and imaging, and close the loop with referring physicians
- Coordinate with hospital OR booking, anesthesia and nursing staff

Records and correspondence

- Maintain accurate electronic medical records and scan incoming documents




- Prepare consult letters, operative report distribution and insurance or WSIB forms
- Handle all patient information in line with PHIPA and practice privacy policies

Qualifications

Required

- Medical Office Assistant diploma or certificate, or equivalent experience
- 2+ years in a physician's office, ideally a surgical or specialist practice
- Experience with an electronic medical record system; EPIC and OSCAR experience an asset
- Familiarity with medical terminology and PHIPA privacy requirements

Preferred

- Experience in plastic surgery or another surgical specialty
- A second language spoken by the communities William Osler serves

Skills and attributes

- Warm and patient-focused: calm and kind with anxious patients and families, including parents of young children
- Organized: ability to maintain a busy schedule, surgical bookings and follow-ups ; strong attention to detail
- Discreet: handles sensitive information, including cosmetic and reconstructive cases, with care
- Transparent communicator: writes and speaks professionally with patients, physicians and hospital staff
- Proactive: spots problems early and fixes them, or flags them, without being asked
- Comfortable with technology: learns new systems quickly and works accurately within them

Pay: $22.00-$25.00 per hour

Expected hours: 37.5 – 40.0 per week

Work Location: In person

📌 Medical Office Assistant (Etobicoke)
🏢 Panchapakesan Medicine Professional
📍 Etobicoke