Department: Laboratory

Reports To: Laboratory Director/Lab Manager

Location: Vancouver

Work Schedule: 4 on, 4 off, 9.38 hours/day

Overview:

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

Reporting to the Laboratory Director & Lab Manager, the Laboratory Coordinator is pivotal to the organization – this role focuses on providing confidential administrative support for the lab and our patients. The Laboratory Coordinator supports clear patient communication, accurate documentation, and timely coordination between patients, laboratory staff, external clinics, couriers, and storage facilities.

Key Areas of Involvement Include:

Organize the shipping and receipt of embryos, eggs, and sperm.

- Track all outgoing shipments and obtain documented confirmation of receipt from the receiving facility.
- Enter patients into EMR if not already present.
- Ensure all required shipping consents are complete, signed, and witnessed or notarized, as applicable.
- Ensure all infectious disease results have been received – follow up with patients and/or clinic for any missing results.
- Coordinate review of shipment documentation with the Compliance Specialist, embryologists, and physician, as applicable, and obtain required approvals before arranging shipment.
- Notify lab team of incoming shipments so lab staff are available for unpacking and tracking.
- Maintain an up-to-date shipment log, including the material being transferred, sending and receiving facilities, shipment dates, tracking details, required approvals, and confirmation of receipt.
- Coordinate shipment dates with patients, external clinics, couriers, and laboratory staff; communicate delays or changes promptly.
- Identify missing, incomplete, or inconsistent shipment documentation and escalate it to the appropriate laboratory or compliance staff before proceeding.





Book sperm freezes, trial washes, and Semen Profile appointments, including registering patients in the EMR when required. Provide patients with preparation instructions and confirm that required referrals and documentation are received before the appointment.

Liaise with laboratory staff to coordinate additional andrology testing and reschedule patients when required.

Utilizing EMR, email and fax, ensure patients’ family doctors/urologists receive their andrology results.

Verify recipient details and use approved communication methods when releasing results; refer requests for clinical interpretation to the appropriate clinician.

Answer all incoming laboratory department phone calls.

Respond to laboratory administrative emails and patient inquiries in a timely manner, document relevant communications, and direct clinical questions to qualified staff.

Maintain the laboratory phone system (i.e., voice mail, outgoing messages, etc.)

Attend and participate in all Laboratory Department meetings; complete and distribute meeting minutes.

Track assigned meeting action items and follow up on outstanding administrative tasks.

Maintain accurate patient and transfer records, file documents in the appropriate EMR location, and follow established confidentiality, access, and record-retention procedures.

Catalogue all embryology & andrology records both digitally and physically.

Arrange all discard consent signing for patients with appropriate staff.





Track outstanding discard consents and follow up with patients; forward completed documentation to authorized laboratory staff for review and further action.

Assist with packing and shipping of biological substances.

Complete any packing and shipping tasks only within documented training and authorization and in accordance with approved procedures.

Report shipment delays, documentation discrepancies, patient concerns, and potential privacy incidents promptly through the appropriate channels.

Perform other related duties as assigned.

Qualifications:

Education, Training and Experience:

- Grade 12 graduation, completion of the Medical Office Assistant certification program plus two (2) year’s recent, related experience or an equivalent combination of education, training, and experience.

Skills and Abilities:

- Strong attention to detail, with the ability to identify documentation discrepancies and maintain accurate records. Ability to prioritize and adapt.
- Ability to handle confidential information with discretion and communicate sensitively with patients.
- Ability to discuss intimate medical topics in a professional, compassionate manner.
- Ability to communicate effectively with a variety of healthcare professionals.
- Demonstrate ability to create and maintain accurate tracking systems.
- Proficient in Microsoft Office, experience with EMR, and able to type 60 WPM.
- Physically able to carry out the duties of the role.
- Qualified & friendly demeanour.
- Ability to speak and write fluently in English.

Pay: From $28.00 per hour

Application question(s)

- Are you legally eligible to work in Canada?
- Do you have your Medical Office Assistant Certificate?
- Do you have a minimum of 2 years of experience as an MOA?

Work Location: In person

📌 Medical Office Assistant (Vancouver)
🏢 Olive Fertility Centre
📍 Vancouver