ABOUT US:

We are a well-established private surgical clinic in Toronto, specializing in cosmetic and bariatric procedures. Our clinic is committed to delivering exceptional patient care through a collaborative and professional team environment.

JOB SUMMARY:

We are looking for a highly organized and patient-focused Front Desk Administrator to join our team. This role is responsible for a combination of administrative, clinical coordination, and patient service duties. You will be the first point of contact for patients and play a key role in maintaining efficient clinic operations.

QUALIFICATIONS:

• 1–2 years of experience in a medical or surgical clinic preferred
• Excellent communication, multitasking, and problem-solving skills
• Familiarity with handling sensitive health information (PHIPA compliance)
• Ability to work independently and as part of a multidisciplinary team
• Comfortable using EMRs, spreadsheets, and scheduling platforms

Administrative & Front Desk Duties:

• Answer and manage incoming phone calls, emails, voicemails, and text messages
• Greet and check in patients for in-person, surgical, and virtual appointments
• File, scan, upload, and manage medical documentation
• Maintain accurate patient records and system entries
• Respond to patient inquiries and manage document requests

Patient Coordination:

• Prepare patients for consultations and procedures
• Support patient flow by coordinating with clinical staff and surgeons
• Track surgical schedules and confirm required documentation is complete
• Assist with day-of-surgery preparation, including forms, labels, and materials

Scheduling & Consult Coordination:

• Book and confirm appointments, consultations, and follow-ups
• Ensure patient forms and assessments are completed in advance
• Maintain internal scheduling systems and platforms
• Communicate with patients via phone, email, or video platforms

Anesthesia & OR Coordination:

• Schedule and update operating room (OR) bookings
• Coordinate anesthesia consultations and availability
• Communicate with anesthesiologists, patients, and surgical teams
• Adjust bookings and staff calendars as needed

Financial & Office Operations:

• Process payments (credit, debit, e-transfer, financing platforms)
• Issue invoices and receipts
• Accept and manage mail, deliveries, and shipments
• Maintain a clean and secure front desk area

Team & Training Support:

• Participate in team meetings and staff onboarding
• Organize internal training sessions and vendor visits
• Help maintain updated schedules and training resources