Join a purpose-driven, team-oriented healthcare clinic where your reliability, compassion, and attention to detail make a real difference every day.
We’re seeking a full-time, career-minded Medical Office Assistant - Surgical Coordinator who values long-term stability, compassionate patient care, and being part of a collaborative clinical team. You’ll play a vital role in supporting patient flow, managing electronic medical records, and ensuring respectful communication between patients and providers.
This is an ideal opportunity for someone who enjoys administrative structure, direct patient interaction, and working in a professional healthcare setting.
What We Offer:
- Competitive starting wage: from $19.00/hr, with growth potential
- Stable weekday hours: 8:00 AM – 4:30 PM, with an expectation for flexibility to open and close the clinic on rotation with your team and possible occasional weekend work
- Full training and onboarding provided
- An amazing work family!
Following a successful 6-month probationary period:
- Excellent health benefits
- 3 weeks paid vacation
- Optional Group RRSP plan
Qualifications:
- Diploma in Medical Office Assistant strongly preferred
- Previous experience in a medical clinic or healthcare setting is a significant asset
- Bachelor's degree strongly preferred, especially in science and healthcare
- Strong computer skills, familiarity with Electronic Medical Records (EMR) an asset
- Eligible to work in Canada full-time year-round
We’re Looking For Someone Who Is:
- A strong communicator with excellent phone and in-person professionalism
- Detail-oriented and organized, even under pressure in a fast-paced environment
- Naturally compassionate and empathetic with patients
- A team player who takes initiative and shows long-term commitment
- Intuitive, has common sense, a quick learner and worker (this is a fast-paced clinic!)
- Committed to prioritizing their physical and mental wellbeing to support consistent performance and resilience in the workplace
Your Main Duties Would Be:
1. Waitlist Management
- Maintain cataract and glaucoma waitlists in Novari (hospital software).
- Monitor wait times, triage urgent cases, and manage cancellations.
- Fill last-minute and standby openings as they arise.
2. Surgery Booking & Patient Scheduling
- Book cataract and glaucoma surgeries and related post-operative appointments.
- Schedule urgent or standby cases when needed.
- Provide patients with preparation instructions and ongoing updates.
3. Surgical Slating & Documentation
- Prepare and finalize all surgical slates.
- Acquire, complete, and organize required surgical paperwork.
- Scan, link, and upload all documents to patient charts.
- Enter and manage surgical documentation in Novari.
- Flag important clinical details and respond to hospital inquiries.
- Confirm surgical slates with hospital partners.
4. Pre-Operative Coordination
- Create post-op prescriptions, reviewing charts for allergies and obtaining physician approval when necessary.
- Schedule diagnostics and specialty lens testing.
- Prepare lens calculations; sell, order, and return lenses as needed.
- Arrange pre-op support services (home care, Handi-Transit, interpreters).
- Order “extras” and tissue for the OR as requested by the surgeon.
5. Communication & Patient Coordination
- Respond to surgery-related inquiries.
- Provide notifications, confirmations, and updates to patients.
- Communicate with hospitals, vendors, and OR teams to support scheduling and logistics.
6. Day-of-Surgery Responsibilities
- Monitor the surgical phone line for patient calls.
- Respond promptly to emails, calls and texts from surgeons and hospital staff.
- Manage last-minute cancellations, booking changes, or urgent requests.
- Support a smooth, uninterrupted surgical workflow throughout the day.
7. Additional Surgical Duties
- Perform other tasks directly related to surgical coordination, slating, booking, or pre-/post-operative workflow as required
This Is a Great Fit If You:
- Are looking for a long-term, stable administrative role
- Enjoy helping patients and doctors, and being part of an awesome team
- Align your values with GEM Clinic’s purpose that it is important to foster an environment of well-being, with compassion and safety for all.
Build a fulfilling career at GEM Clinic!
Job Types: Full-time, Permanent
Pay: From $20.00 per hour
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care
Work Location: In person
