Medical Office Administrator / Clinic Runner

One Vascular | Hamilton, Ontario

Job Type: Full-time

Pay: $20.00–$26.00 per hour

Expected Hours: 37.5 hours per week

Schedule: 5 days within Monday–Saturday

Work Location: In person

About One Vascular

At One Vascular, we are committed to providing the highest standard of comprehensive vascular care to our communities through advanced imaging, innovative techniques, and state-of-the-art clinics. Our goal is to help patients achieve a better quality of life by delivering exceptional care in a comfortable, organized, and patient-focused environment.

We foster an inclusive, collaborative, and team-oriented workplace where colleagues treat one another with respect and kindness. We are looking for a proactive, organized, and patient-focused individual who can support both the administrative and operational needs of our clinic.

Position Overview

We are seeking an enthusiastic, detail-oriented Medical Office Administrator / Clinic Runner to join our team in Hamilton. This hybrid role combines front-desk administration, clinical day preparation, patient coordination, and hands-on clinic operations.

The successful candidate will play an important role in ensuring that clinical days run smoothly and efficiently. This includes preparing appointment schedules in advance, verifying patient information, ensuring reports and requisitions are available, coordinating patient flow throughout the clinic, assisting with room turnover and readiness, following up on outstanding tasks, and maintaining inventory.

This position is ideal for someone who thrives in a fast-paced healthcare environment, anticipates the needs of the clinical team, takes initiative, and understands that accurate preparation and efficient patient flow are essential to delivering excellent patient care.

Key Responsibilities

Clinical Day Preparation and Administrative Coordination

- Prepare for upcoming clinical days by reviewing appointment schedules and ensuring appointments are booked accurately and according to clinic protocols.
- Verify patient demographics, contact information, appointment details, and relevant records for accuracy and completeness.
- Ensure all required reports, referrals, requisitions, and supporting documentation are attached to the correct patient chart and readily available for the clinical team.
- Identify missing reports, incomplete documentation, booking errors, or discrepancies and follow up proactively to resolve them before clinic begins.
- Ensure electronic medical records (EMR) are organized, up to date, and ready for use by physicians, technologists, and other clinic staff.
- Confirm that appropriate forms, requisitions, and clinical documentation are available for scheduled appointments.
- Review upcoming schedules for potential gaps, conflicts, or workflow issues and communicate concerns to the appropriate team members.
- Coordinate with physicians, technologists, and administrative staff to ensure everyone is prepared for the clinical day.

Clinic Running and Patient Flow
- Coordinate the day-to-day flow of patients throughout the clinic to support an organized, timely, and positive patient experience.
- Welcome patients, confirm their arrival, and direct them through the clinic according to established workflows.




- Escort patients to the appropriate rooms and coordinate room assignments based on the clinic schedule and clinical team requirements.
- Monitor patient flow and appointment progress, communicate delays, and help keep the clinic running on schedule.
- Follow established clinic structures, protocols, and workflows to ensure consistency and efficiency throughout the day.
- Ensure examination and treatment rooms are appropriately prepared, organized, and ready for incoming patients, within the scope of the role.
- Assist with room turnover and restocking between appointments, following applicable infection prevention and control procedures.
- Anticipate the needs of physicians, technologists, and other clinical staff to minimize disruptions and support efficient patient care.
- Follow up on outstanding tasks, requests, and issues to ensure they are completed in a timely manner.
- Communicate patient flow concerns, scheduling changes, and operational issues promptly to the appropriate team members.
- Help create a welcoming, respectful, and reassuring environment for patients throughout their visit.

Front Desk and Patient Administration
- Greet patients, answer telephone calls, respond to inquiries, and provide accurate information regarding appointments and clinic procedures.
- Schedule, confirm, reschedule, and manage patient appointments as required.
- Process incoming referrals, ensuring they are reviewed, documented, and directed appropriately according to clinic protocols.
- Prepare, send, and track outgoing referrals and follow up on outstanding documentation as needed.
- Maintain accurate patient records, including demographic, contact, and relevant administrative information.
- Support patient registration, check-in, and other front-desk activities.
- Process payments and patient charges when required.
- Maintain patient confidentiality and comply with applicable privacy legislation, including Ontario's Personal Health Information Protection Act (PHIPA).
- Provide professional, compassionate, and responsive service to patients, families, physicians, and external healthcare providers.

Inventory and Clinic Operations

- Monitor and maintain clinic inventory, including office supplies, clinical supplies, forms, and other necessary materials.
- Check stock levels regularly, anticipate supply requirements, and ensure essential items are available before clinical days.
- Organize storage areas and maintain a clean, orderly, and accessible supply inventory.
- Place and track supply orders, verify deliveries, and report shortages or discrepancies.
- Assist with the organization, readiness, and general upkeep of clinic rooms and work areas.
- Identify equipment or facility issues and report them promptly to the appropriate person.
- Support the implementation and maintenance of clinic procedures, operational standards, and workflow improvements.

Reporting, Communication, and Teamwork

- Work closely with physicians, technologists,



and the administration team to maintain accurate schedules and efficient clinic operations.
- Complete and follow up on assigned administrative and operational tasks.
- Prepare and submit reports to Directors as required, including information related to patient volumes, appointment availability, and clinic operations.
- Communicate clearly with team members regarding schedule changes, missing documentation, patient concerns, and outstanding tasks.
- Take initiative to identify workflow issues and recommend practical solutions.
- Contribute to a collaborative, accountable, and patient-focused team environment.

Qualifications and Skills

- At least 2 years of administrative experience in a healthcare, medical office, beauty, or wellness setting preferred.
- Previous experience in a medical clinic, diagnostic imaging facility, or other patient-facing healthcare environment is an asset.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple priorities in a fast-paced, time-sensitive environment.
- Robust initiative, problem-solving skills, and the ability to anticipate operational needs.
- Excellent customer service, communication, and interpersonal skills.
- Ability to work collaboratively with physicians, technologists, administrative staff, and patients.
- Understanding of patient confidentiality and PHIPA requirements.
- Experience with Microsoft Office 365 and electronic medical record (EMR) systems; experience with Accuro is an asset.
- Experience with appointment scheduling, referral coordination, medical documentation, and point-of-sale transactions is an asset.
- Reliable, punctual, adaptable, and comfortable working in a hands-on role that requires both administrative and operational support.
- Willingness to learn and follow established clinic protocols, workflows, and procedures.

Physical and Operational Requirements This is an active, hands-on position that requires frequent movement throughout the clinic and ongoing support of daily clinical operations.

- Ability to remain on your feet and walk for extended periods throughout the workday.
- Ability to bend, reach, and move between reception areas, patient rooms, and supply storage areas as needed.
- Ability to lift and carry items weighing up to 20 lbs (approximately 9 kg), including clinic supplies and inventory.
- Ability to assist with room preparation, restocking, and general clinic organization.
- Ability to work efficiently while managing competing priorities and responding to changing clinical needs.

What We Offer

- Competitive hourly compensation of $20.00–$26.00.
- Dental care and extended health benefits.
- Paid time off.
- A supportive, inclusive, and team-oriented workplace.
- The opportunity to contribute directly to an organized, efficient, and positive patient care experience.

Equal Opportunity Employer At One Vascular, we believe that great team members bring a variety of experiences, skills, and perspectives. We encourage candidates to apply even if they do not meet every listed qualification but believe they can contribute to our mission.

One Vascular is an equal opportunity employer. Accommodations due to disability are available throughout the selection process upon request.

Pay: $20.00-$26.00 per hour

Benefits

- Dental care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Medical Office Administrator / Clinic Runner (Canada)
🏢 One Vascular
📍 Canada