Gynecology Office Administrator

The successful candidate will be a key point of contact for patients, physicians, hospitals, and community healthcare providers. This role requires excellent communication and organizational skills, strong attention to detail, discretion when handling sensitive information, and the ability to manage multiple priorities in a fast-paced clinical environment.

Key Responsibilities

Patient & Office Administration

- Greet patients and provide professional, courteous, and compassionate service.
- Answer and manage incoming telephone calls, messages, and patient inquiries.
- Schedule, confirm, reschedule, and coordinate patient appointments.
- Maintain accurate and up-to-date patient demographic and contact information.
- Manage incoming and outgoing correspondence, including faxed and electronic documentation.
- Scan, upload, file, and organize clinical documentation within the electronic medical record.
- Maintain an organized, professional, and confidential office setting.

Referrals & Care Coordination

- Receive, review, and process incoming gynecology referrals.
- Ensure referral documentation is complete and follow up with referring offices when additional information is required.
- Coordinate appointments, investigations, procedures, and appropriate follow-up.
- Communicate with physician offices, hospitals, diagnostic services, pharmacies, and other healthcare partners as required.
- Track outstanding reports, referrals, investigations, and follow-up appointments.
- Assist with the coordination of surgical or procedural bookings as required.

Physician & Clinical Support

- Provide administrative support to the gynecologist and clinical team.
- Prepare patient charts and documentation for upcoming clinics.
- Support the efficient flow of patients throughout the clinic day.
- Manage physician schedules and assist with changes to clinic schedules.
- Facilitate communication between patients and the clinical team while remaining within the administrative scope of the role.




- Support completion and distribution of forms, letters, reports, and other clinical documentation.

Privacy & Confidentiality

- Maintain strict confidentiality of patient and organizational information.
- Handle sensitive reproductive and gynecological health information with professionalism, discretion, compassion, and respect.
- Follow applicable privacy requirements and established office policies and procedures.

Qualifications

- Previous administrative or medical office experience is an asset but not required.
- Strong computer skills and experience working with electronic documentation.
- Excellent verbal and written communication skills.
- Strong organizational, time-management, and prioritization skills.
- Demonstrated accuracy and attention to detail.
- Ability to work independently while contributing effectively to a healthcare team.
- Ability to interact professionally and compassionately with patients who may be experiencing sensitive, stressful, or emotional healthcare situations.
- Demonstrated commitment to patient confidentiality and privacy
- Previous experience in gynecology, obstetrics, women's health, or surgical services.
- Experience with electronic medical record systems.
- Knowledge of medical terminology.
- Experience coordinating specialist referrals, diagnostic testing, procedures, and/or surgical bookings.
- Familiarity with Ontario healthcare processes and physician billing would be considered an asset.

Skills & Attributes

The ideal candidate will demonstrate:

- Compassionate and patient-centred communication
- Professionalism and discretion
- Exceptional organization and attention to detail
- Ability to prioritize competing demands
- Reliability and accountability
- Strong interpersonal and teamwork skills
- Confidence communicating with physicians and other healthcare professionals
- Ability to maintain composure in a busy clinical environment
- Sensitivity when supporting patients accessing gynecological and reproductive healthcare

Company Description

Obstetrics, Gynecology and Menopause Clinic

📌 Admin (Midland)
🏢 CareerBeacon
📍 Midland