Medical Administrator

About the Role

Pollin’s fertility team in Toronto is hiring a Medical Administrator to support the patient journey from the first consultation through cycle monitoring and into the early pregnancy program. The position combines patient-facing care with front desk administration, helping ensure every interaction is organized, professional, and welcoming, whether patients are visiting in person or connecting virtually.

This role reports to the Director of Clinical Operations.

Patient Experience and Administrative Support

• Partner with physicians, nurses, and other team members to support the full patient journey.
• Deliver courteous, empathetic service while helping patients navigate their visits and care steps.
• Confirm appointments and coordinate scheduling details.
• Welcome arriving patients, escort them as needed, and direct them to the correct appointment or testing area.
• Handle patient questions and route clinical matters to the nursing team when appropriate.
• Prepare charts, requisitions, and other documentation for physicians, nurses, and technicians.
• Make sure all required forms are completed and available for physician orders.
• Review incoming results, identify items needing attention, and highlight abnormal lab reports for clinical review.
• Explain preparation requirements for tests and procedures to patients.
• Support appointment booking when requested by physicians or nurses.
• Verify billing information and ensure payment is collected before services are delivered.
• Keep EMR records current, accurate, and complete.
• Ensure time-sensitive documents and patient files are ready in advance.
• Assist physicians during procedures when needed.
• Keep clinical rooms stocked and clean.
• Protect patient privacy and maintain strict confidentiality at all times.
• Contribute positively to the team and participate in meetings when required.

Front Desk Coverage

• Serve as the main support for the reception area.
• Welcome and register patients in a professional, friendly manner.
• Answer incoming phone calls, emails, and general inquiries.
• Book, change, and confirm patient appointments.
• Keep the front desk area organized and running efficiently.
• Manage patient flow and communicate any delays or updates clearly.
• Carry out general intake tasks such as scanning and document handling.

Weekend and Holiday Duties

• Check in patients for cycle monitoring appointments.
• Prepare day 1 call materials, including stimulation sheets and requisitions.
• Support IUI procedure setup and assist physicians as needed.
• Provide reception coverage when required.

Qualifications

The ideal candidate has at least 2 years of administrative experience in a medical environment. Experience in a fertility clinic is considered an advantage. The role calls for strong technical ability, comfort using EMR systems, and a professional, dependable approach to work.

Working Conditions

This is an on-site office and clinical role in Toronto, Ontario, Canada. The regular schedule is Monday to Friday from 7:00 AM to 3:00 PM, with weekend and holiday shifts required as needed.

Equal Opportunity Statement

Pollin is an equal opportunity, affirmative action employer. All qualified candidates will be considered without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected characteristic.

Applicants are thanked for their interest; only those selected for an interview will be contacted.