About Our Practice

We are a premier, fast-paced specialty ophthalmology clinic dedicated to delivering exceptional medical eye care to our community. Our practice operates on a contemporary, collaborative model supported by structured Standard Operating Procedures (SOPs), advanced Electronic Medical Records (EMR), and a supportive team environment. We pride ourselves on creating a professional, welcoming atmosphere for both our patients and our administrative and clinical staff.

Position Overview

We are seeking an energetic, organized, and reliable Medical Office Coordinator to join our front-office team. In this role, you will serve as the face of our clinic, providing exceptional patient care while coordinating efficient daily appointment flow, managing patient intake, and supporting back-office administrative workflows.

You will work closely with our Administrative Manager, Physicians, and Ophthalmic Technicians to ensure smooth daily operations, full booking schedule utilization, and accurate patient records.

Key ResponsibilitiesFront Desk Operations & Patient Intake

- Greet patients warmly upon arrival, complete check-in procedures, verify demographic and OHIP card information, and issue clinical intake questionnaires.
- Manage high-volume incoming phone calls, address patient inquiries, schedule appointments, and coordinate appointment confirmation workflows.
- Maintain a clean, welcoming, and organized reception area and waiting room.

Scheduling & Capacity Management

- Manage daily appointment templates and waitlists according to established clinic SOPs to maximize booking density and minimize patient wait times.
- Schedule routine, urgent, and specialized diagnostic appointments according to physician triage protocols.
- Conduct automated and manual appointment reminders and pre-visit instructions to minimize no-show rates.

Administrative & Chart Preparation

- Create, update,



and audit electronic patient records in our EMR system prior to scheduled clinic days.
- Process incoming medical referrals, confirm patient eligibility, and log documents into the central EMR queue within established turnaround timeframes.
- Collaborate with administrative and clinical staff to assist with back-office chart building, faxing, and document scanning as needed.

Qualifications & Key Competencies
- Experience: 1+ years of administrative or receptionist experience in a fast-paced medical clinic or professional healthcare setting preferred (specialty eye care or OHIP billing familiarity is an asset).
- Technical Skills: Proficiency with Electronic Medical Record (EMR) software, Microsoft Office / Google Workspace, and digital telephone systems.
- Communication: Excellent verbal and written communication skills with a compassionate, professional bedside manner.
- Organization & Detail: Exceptional organizational skills, multi-tasking ability, and strict attention to detail in high-volume environments.
- Teamwork: A proactive, resilient "team player" mindset who thrives in a collaborative, cross-trained environment.

What We Offer
- Work-Life Balance: Standard weekday clinic hours with occasional Saturday shift monthly for on call purposes
- Supportive Leadership: A structured, transparent environment with clear expectations, standardized SOPs, and helpful management support.
- Growth & Cross-Training: Continuous training opportunities across front-office and back-office administrative functions.
- Competitive Package: Comprehensive wage package

How to Apply Interested candidates are invited to submit their Resume and Cover Letter outlining their relevant healthcare or customer service experience

(phone hidden) Ontario Inc. is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $18.50-$22.50 per hour

Benefits

- On-site parking
- Paid time off
- RRSP match

Work Location: In person

📌 Office Administrator and medical office coordinator (Belleville)
🏢 Dr Nancy Chen Medicine Professional
📍 Belleville