About the company

Anova Fertility & Reproductive Health is the premier fertility health centre in Canada exclusively focused on reproductive medicine and women’s health. Since 2016, we have built a reputation as the leader in innovation, education, and communication for best-in-class, inclusive, humanized fertility and reproductive care. Anova is known for its collaborative and holistic approach, leveraging an award-winning, multidisciplinary team of healthcare professionals, including Reproductive Endocrinologists, OB/GYNs, Family Physicians, Physician Assistants, Nurses, and other specialized healthcare professionals. Our high-functioning team provides exceptional patient care through advanced fertility treatments and personalized treatment plans.

About the position

As a Patient Services Administrator / Medical Assistant Administrator , you will play a key frontline and operational role in delivering an exceptional patient experience while supporting clinical and administrative workflows. You will be the face and voice of Anova Fertility for patients visiting the clinic for treatment and those contacting us for bookings and inquiries. This position serves as a primary point of contact for patients navigating fertility care, ensuring seamless coordination of appointments, billing and payments, documentation, and communication.

Main Duties & Responsibilities

- General_
- Collaborates effectively with team members across departments
- Consistently arrives at work, appointments, meetings, and events on time
- Writes clearly and informatively and edits work for spelling and grammar
- Handles workload at required quality level to enhance team’s productivity
- Refrains from engaging in non-urgent personal activities during work hours
- Maintains confidentiality and security of business and patient information




- Complies with policies and protocols, as amended from time to time - Completes all required training to perform job duties effectively
- Patient Experience & Front Desk Operations_
- Deliver exceptional, compassionate, and professional patient service while supporting patients through emotionally sensitive fertility journeys with empathy, discretion, and a patient-centered approach
- Provide explicit guidance regarding clinic processes, treatment timelines, and next steps, and respond to patient concerns and complaints in a tactful and courteous manner, escalating issues as appropriate
- Ensure reception and waiting areas are organized, welcoming, maintain reception supplies and report inventory requirements
- Patient Coordination & Scheduling_
- Respond to and track new patient referrals, contact patients to arrange initial consultations with physicians, and register new and returning patients to ensure optimal patient flow
- Book, confirm, reschedule, and coordinate appointments, diagnostic tests, and treatment-related services for physicians and practitioners, while managing physician schedules and clinic flow to optimize the patient experience
- Ensure timely communication and coordination among departments and share pertinent information with physicians and clinical teams to facilitate continuity of care and support patient care




- Create and maintain patient files within the medical record system and coordinate consent forms and cycle-related administrative requirements
- Patient Communication_
- Respond to inquiries professionally and courteously, relay messages accurately and efficiently, and communicate effectively with patients, physicians, and colleagues
- Provide education and support regarding clinic procedures, diagnostic testing, and treatment options, ensuring patients understand the information and instructions provided
- Billing & Financial Coordination_
- Reviews payment records, identifies outstanding balances, collects payment due, and prepares invoices and receipts
- Process payments and support billing activities for OHIP-covered services, private-pay services, medication coordination, and pharmacy interactions, ensuring accuracy and compliance with clinic procedures
- Coordinate insurance, reimbursement, and other claim documentation, and provide patients with accurate financial information and assistance with billing inquiries
- Clinical Workflow Support_
- Provide administrative support to physicians, nurses, and embryology teams, including assisting with IVF cycle coordination, patient counselling preparation, and related documentation (non-clinical)
- Prepare for daily clinic operations by ensuring all essential reports and information are organized and readily available for the following day
- Documentation & EMR Management_
- Maintain accurate, complete, and confidential medical charts, patient and medical records, including electronic medical records (EMR), ensuring data integrity, confidentiality, and compliance with PHIPA and other privacy standards
- Enter efficient, detailed and accurate data and documentation and maintain reports, trackers, logs, and othe

📌 Patient Services Administrator, Medical Assistant Administrator (North York)
🏢 Anova Fertility E Reproductive Health
📍 North York