About Panacea Clinic
Panacea Clinic is a modern multidisciplinary surgical and medical facility providing high-quality patient care in a professional, safe, and welcoming environment. Our services include gastrointestinal endoscopy procedures, minor surgeries, specialist consultations, and other insured and uninsured healthcare services.
We are seeking an organized, professional, and patient-focused Front Desk Patient Services Coordinator to support the delivery of OHIP-insured services, with a primary focus on gastrointestinal procedures, minor surgeries, and specialist consultations.
Position Summary
The Front Desk Patient Services Coordinator manages patient-facing administrative activities throughout the patient journey, from receiving referrals and scheduling appointments to registration, procedure coordination, and follow-up.
The successful candidate will communicate regularly with patients, physicians, medical offices, clinical staff, and healthcare partners. This position requires excellent customer service, careful attention to detail, familiarity with Ontario healthcare processes, and the ability to manage sensitive patient information in accordance with privacy requirements.
Key Responsibilities Patient Reception and Registration
- Welcome patients and visitors in a professional, courteous, and compassionate manner.
- Register patients and confirm that demographic, contact, primary care provider, and emergency contact information is complete and accurate.
- Verify Ontario health card information and assist with health card validation processes.
- Confirm each patient's appointment, procedure, referring physician, and required documentation.
- Direct patients appropriately and notify clinical staff of patient arrivals.
- Answer incoming calls, respond to general inquiries, and direct clinical questions to the appropriate regulated healthcare professional.
- Maintain an organized, professional, and patient-friendly reception and waiting area.
Referral and Appointment Management
- Receive, review, enter, and process referrals for GI endoscopy, minor surgery, and specialist consultation services.
- Confirm that referral forms contain the required patient and physician information and follow up with referring offices regarding incomplete, missing, or unclear documentation.
- Schedule consultations, assessments, procedures, and follow-up appointments according to physician instructions, clinical protocols, and facility availability.
- Coordinate procedure dates with patients, physicians, nursing staff, anesthesia providers, and other clinic departments.
- Manage appointment changes, cancellations, waitlists, and rescheduling.
- Provide patients with approved administrative information regarding appointment times, locations, required forms, preparation instructions, and transportation or escort requirements.
- Escalate medical questions, symptoms, medication concerns, or preparation-related clinical questions to the appropriate nurse or physician.
GI and Minor Surgery Coordination
- Support the administrative coordination of gastroscopy, colonoscopy, minor surgery, specialist consultations, and other procedures offered by the clinic.
- Confirm that patients have received the appropriate clinic-approved preparation and pre-procedure instructions.
- Track outstanding referrals, consultations, procedure bookings, consent documentation, test results, and other required records.
- Confirm that required pre-procedure information has been received and direct incomplete clinical documentation to the appropriate team member.
- Assist with post-procedure appointment scheduling and follow-up communications.
- Communicate professionally with referring physicians, specialist offices, family physicians, pharmacies, laboratories, and other healthcare providers as required.
- Maintain accurate procedure schedules and promptly communicate relevant updates to the clinical and administrative teams.
OHIP and Administrative Support
- Support the accurate collection and entry of information required for OHIP-insured services.
- Verify patient eligibility and health card details using available clinic systems.
- Ensure that the correct physician, service, referral, and appointment information is recorded.
- Assist physicians and administrative staff with OHIP billing documentation, reconciliation, and correction of rejected claims, as assigned.
- Identify and escalate missing or inconsistent information that may affect billing or service eligibility.
- Clearly distinguish between insured and uninsured administrative processes in accordance with clinic policies.
- Do not request or collect payment for an OHIP-insured service unless specifically authorized and permitted under applicable requirements.
- Process approved uninsured fees, supplies, forms, or administrative services separately and provide receipts where applicable.
Medical Records and Privacy
- Create and maintain accurate electronic patient records.
- Scan, upload, label, file, and distribute referrals, reports, consultation notes, and other patient documents.
- Obtain appropriate authorization before releasing patient information.
- Protect personal health information in accordance with the Personal Health Information Protection Act, 2004 (PHIPA) and Panacea Clinic policies.
- Maintain confidentiality during all in-person, telephone, electronic, and written communications.
- Report privacy concerns, documentation errors, or unauthorized disclosures immediately.
- Ensure patient records are complete, accurate, and accessible only to authorized personnel.
General Administrative Responsibilities
- Monitor email, fax, electronic referral, and voicemail systems and respond within established service standards.
- Prepare appointment lists, patient charts, schedules, forms, and administrative reports.
- Support daily patient flow by maintaining clear communication among the front desk, nursing team, procedure rooms, recovery area, and physicians.
- Assist with office supplies, forms, filing, scanning, and other administrative activities.
- Participate in staff meetings, orientation, training, quality-improvement initiatives, and emergency-preparedness activities.
- Follow Panacea Clinic policies related to patient safety, infection prevention and control, accessibility, privacy, and workplace conduct.
- Perform other reasonable administrative duties consistent with the position.
Required Qualifications
- Diploma or certificate in medical office administration, health services administration, or a related field is preferred.
- At least one year of experience in a medical clinic, hospital, endoscopy clinic, surgical centre, or specialist office is preferred.
- Experience processing medical referrals and coordinating procedures or consultations is an asset.
- Familiarity with Ontario health cards, OHIP-insured services, and medical-office workflows is strongly preferred.
- Experience using electronic medical record systems, scheduling software, fax systems, Microsoft Office, and email.
Core Competencies
- Strong written and verbal communication skills.
- Excellent organization, accuracy, and attention to detail.
- Ability to manage multiple priorities in a busy clinical environment.
- Professional, calm, respectful, and compassionate approach when assisting patients.
- Ability to maintain confidentiality and exercise good judgment when handling sensitive information.
- Fluency in English is required; additional languages are considered an asset.
Preferred Experience
- Gastroenterology or endoscopy clinic administration.
- Minor surgery or surgical booking.
- Specialist consultation scheduling.
- OHIP billing support or health card validation.
- Medical terminology.
- Patient preparation and procedure-booking workflows.
- Working with referring physicians and external medical offices.
What We Offer
- Competitive compensation of $25.00-$30.00 per hour, based on qualifications and experience.
- The opportunity to join a modern and growing surgical and medical facility.
- A professional, collaborative, and patient-centred work environment.
- Training on Panacea Clinic's systems, policies, and clinical workflows.
- Opportunities for professional development and increased responsibility.
How to Apply
Please submit your resume and a brief cover letter describing your relevant medical-office experience and availability.
Panacea Clinic is committed to an inclusive and accessible recruitment process. Accommodation is available upon request at any stage. Only candidates selected for an interview will be contacted.
Pay: $24.00-$30.00 per hour
Benefits:
Work Location: In person
