Medical Admin jobs in Toronto, ON

About the company

Anova Fertility & Reproductive Health is the premier health centre in Canada exclusively focused on reproductive medicine and women’s health. Since 2016, we have built our reputation as the leader in innovation, education, and communication for high quality humanized fertility and reproductive care. Anova is known for its collaborative and holistic approach, leveraging an award-winning, multidisciplinary team of executive management, healthcare professionals, including Reproductive Endocrinologists, Obstetricians/ Gynecologists (OB/GYNs), Family Physicians, Physician Assistants, Embryologists, Nurse Practitioners, Nurses, and other specialized healthcare professionals. Our high-functioning, award-winning team provides exceptional patient care through advanced fertility treatment plans. We are known for our culture of support, effective and streamlined process ensuring we provide best-in-class care to our patients. Each day, our efforts are geared toward making the right to family accessible to everyone. We encourage each other to achieve and grow and strive to be role models for our community. Success in this position requires a commitment to excellence, a brilliant, proactive numbers specialist, with an entrepreneurial mindset with strong belief in teamwork and aligning interactions and decisions with Anova’s mission and values. Crucially, you will share the founder’s passion for being the gold standard for successful reproductive health and fertility centres, as Anova continues to be the leader in the fertility space.

About the position

As part of our Embryology team, the Junior Embryologist & IVF Laboratory Administrator has dual responsibilities. On the administrative side, you will be responsible for updating data accurately and efficiently in our systems; preparing and managing paperwork for IVF cycles, reviewing documents; and ensuring compliance with applicable regulations. On the embryology side, your education, training, and experience will be leveraged at the discretion of Laboratory director, and your responsibilities will include recording interactions with patients in the EMR system; preparing charts, patient summaries, and graphs; answering calls and emails and providing information to patients; and preparing weekly activity summaries. Crucially, you will share the founder, Dr. Marjorie Dixon’s commitment to being the gold standard for successful reproductive health and fertility centres. This role reports to the Laboratory Director.

Main Duties & Responsibilities

General

• Collaborates effectively with team members across departments
• Consistently arrives at work, appointments, meetings, and events on time
• Writes clearly and informatively and edits work for spelling and grammar
• Handles expected share of workload at required quality level (productivity)
• Maintains confidentiality and security of business and patient information
• Complies with policies and protocols, as amended from time to time
• Completes all required training to perform job duties effectively

Data Management

• Maintains accurate and confidential patient records in EMR system, including medical history, treatment plans, and outcomes
• Enters and updates data in laboratory information systems (LIS) and other relevant databases
• Prepares and manages paperwork for IVF cycles, including patient consent forms and treatment protocols

Logistical Support

• Prepares orders for laboratory supplies, reagents, and equipment for review by Director, to ensure adequate stock levels
• Prepares and maintain laboratory equipment and facilities, ensuring clean and organized work environment
• Assists with sample collection, storage, and transportation as instructed

Communication and Coordination:

• Responds promptly to calls and emails from patients, clinicians, and other staff
• Communicates effectively with other laboratory staff, clinicians, and other healthcare professionals
• Coordinates appointments, procedures, and other activities within laboratory

Compliance and Reporting:

• Complies with Anova SOPs and medical care regulations and safety standards as required by CFAS/BORN authorities
• Enters accurate and complete data into EMR database and sends information to BORN CARTR registry
• Responsible for shipping, receiving and disposition of Reproductive genetic materials
• Prepares reports on laboratory activities and patient outcomes for Director
• Monitors and tracks KPIs related to laboratory operations

Other

• Prepares charts and provides timely updates regarding patient care
• Prepares patient summaries and graphs of outcomes
• Assists with logging quality control data
• Assists lab in sending PGT samples to genetic lab
• Assists lab in organizing data for inspections by official entities
• Assists in receiving and dispatch of frozen samples
• Assists lab in monitoring and ordering supplies to maintain inventory
• Assists lab in designing and improving Accuro and routinely used forms

Qualifications and Requirements

• Undergrad degree or M.Sc. (preference) in scienc
• Knowledge and Experience in Assisted Reproductive Biology as Junior Embryologist
• Experience in performing administrative tasks with accuracy and speed, ideally in medical environment
• Experience with Accuro preferred
• Knowledge of medical terminology and reproductive health practices preferred
• Proficiency in MS programs and use of Internet as information/research tool
• Strong verbal English language skills required; multilingualism an asset
• Strong written communication skills
• Strong organization skills
• Proactive attitude with willingness to learn and adapt
• Availability and willingness to work outside of regular business hours and participate in weekend and statutory holiday rotations

Profile

• Meticulous attention to detail
• Empathetic approach to patient care
• Comfortable working in team environment
• Punctual, dependable, and strong work ethic
• Unfazed under pressure

Hours of Operation

• 37.50 hours per week
• Work schedule: Monday to Friday, 7:00 a.m. – 3:00 p.m.

How to apply: if you are interested in joining a growing organization that is passionate about being the international standard for successful reproductive health and fertility centres, please submit your resume and cover letter to careers@anovafertility.com.

Anova Fertility is an equal opportunity employer. We are committed to providing an inclusive and accessible environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We welcome and encourage applications from all qualified individuals, including those with disabilities, and accommodations are available throughout all stages of the recruitment process.

In compliance with the new Employment Standards Act (ESA) guidelines regarding the use of artificial intelligence, please note that we do not use AI tools to screen or evaluate applications. All candidate assessments are conducted by our recruitment team.

Position Status:
This position is for an existing vacancy.

Due to the high volume of applications we receive, only those candidates who are shortlisted for further consideration will be contacted.

• Job Types: Full-time, Permanent
• Work type: In person
• Salary: $55,000-$65,000 Annual
• Benefits: Extended Health Insurance, Paid Vacation 2 weeks
• Location: Main Clinic North York

Job Type: Full-time

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care

Application question(s):

• Are you legally entitled to work in Canada?
• This is an on-site position. Are you able to work in person at the clinic five days a week?
• What is your earliest available start date?
• Do you have experience with EMR systems and document scanning ?
• How many years of Junior Embryologist do you have?
• Please describe your experience in as Junior Embryologist?

Work Location: In person