Job Title

Job Description The Ottawa Fertility Centre is a state-of-the-art modern fertility treatment centre that provides comprehensive diagnostic and treatment services to its patients. The Ottawa Fertility Centre (OFC) is accredited by Accreditation Canada and pursues standards of excellence in all areas of its operations. We are an equal opportunity employer and encourage staff growth and development. The Front Office Receptionist plays a critical role at OFC, ensuring the effective and timely coordination of a high volume of patients as they arrive for their appointments. The receptionist greets and registers patients, collects fees as required, and provides clinic staff with the appropriate chart. In order to perform the job, the receptionist must have a general understanding of the clinical, diagnostic and fertility treatment services offered at the Ottawa Fertility Centre and its staff. These services include in vitro fertilization (IVF), intrauterine insemination (IUI), diagnostic ultrasound, hormone analysis, the dispensation of fertility medications, and andrology. The receptionist works closely with the medical secretaries to deliver these services. The receptionist presents a professional image to the public at all times and finds opportunities for continuous improvement. Key Responsibilities Greeting and registering a high volume of patients in a prompt, professional and courteous manner by: Checking patient(s) into the electronic medical record while ensuring accuracy of demographics by swiping health card Ensure completion of consent forms Collecting fees from patients who are not covered by OHIP Informing patients when provincial health cards are about to expire Receiving of all packages and guests, ensuring that guests check-in Prepares the front office for clinics for the following day by: Retrieving patient charts and preparing them for the clinic, as required Assembling charts for ultrasound and nursing as required Preparing day sheets for ultrasound, blood lab, and nursing Print labels for ultrasound and blood lab team when required Performs general administrative duties including: Faxing results to referring doctor, as required Filing and retrieving patient charts, as required Booking follow-up appointments for physicians as required Scheduling obstetrical ultrasound and follow-up appointments and informing patients of these appointments as required Track day 1 calls and providing charts to the nurse Answering the telephone, screening calls, and responding to day-to-day enquiries Preparing charts for journal club and chart review, and attendance tracking Scanning treatment charts into the Electronic Medical Record Ensures that the 1st floor front reception area is maintained so that is clean, safe and professional in appearance by: Submitting tickets to the facility email, as required to address problems related to unsafe conditions, heating, lighting, and general maintenance issues Ensuring that all visitors check in with reception, without exception Notifying the manager or physician on call when problems arise that cannot be handled by the front office Identification of urgent consults. Performing other duties as required. Performs work in accordance with relevant provincial and federal legislation (Ontario Health and Safety Act, Employment Standards Act, Ontario Human Rights Code, AODA, etc.) and participates in any training when required. Follows Standard Operational Procedures (SOPs) and the Policies and Procedures at OFC Safeguards all confidential information obtained and/or used during the course of work and takes reasonable precautions to protect the privacy of clients, co-workers, physicians, and management. Ensures patient safety by: Reviewing and complying with all policies and standard procedures; Ensuring proper and thorough identification of patients prior to taking any action and protecting the confidentiality of patients and their health information; Ensuring patient records are accurately updated and maintained; Providing patients with instructions as requested by the attending physician; Maintaining facility security by verifying the identity of any person entering the centre; Preventing the risk of falls by ensuring areas (i.e., reception and office) are free of clutter and other risks; and Knowing and complying with all medical and non-medical emergency procedures (i.e., fire response, etc.) Contributes to and promotes the ongoing improvement of the Ottawa Fertility Centre and its overall performance by: Working as a collaborative team member to meet the mission, vision, and values of OFC Work closely with the administrative team as well as the clinical team to ensure seamless delivery and coordination of services to OFC patients Participating in and making a positive contribution to working groups; Participating in creating a team environment. Physical and Mental Demands Ability to sit for long periods of time at a desk Answering the phone and making phone calls multiple time throughout the workday Typing and screen time for long periods of time Maximum of lifting 15 lbs. on the rare occasion Remaining focused on the task, and multitasking Mental stamina to deal with patients on a daily basis and ensure accuracy of documents Dealing with emotional patients, deescalating and solution-focused conversations to appropriately deal with the situation in a professional manner Qualifications and Experience Completion of a post-secondary Medical Office Administration diploma with a minimum of 6 months experience preferably in a medical office, clinic, or hospital environment performing reception and/or office administration duties or; A minimum of 2 years of experience, in a medical office, clinic, or hospital environment performing reception and/or office administration duties Experience with medical billing and POS preferred Experience using an electronic medical record (OSCAR) Customer Service Experience Experience with creating and filing medical charts is considered an asset Oral, written and reading comprehension in both English and French is considered an asset Knowledge, Skills and Abilities Knowledge of Medical Terminology Strong working knowledge of MS Office applications (Word, Excel, PowerPoint, and Outlook) Ability to work with a team and independently Ability to multitask and meet multiple deadlines Keen attention to detail to provide accuracy and address errors in a professional manner Strong interpersonal and communication skills Highly organized and efficient Ability to work in a fast-paced environment