Medical Office Administrator jobs in Hamilton, ON

Role Summary

The IVF Coordinator supports the fertility clinic’s clinical and administrative operations by coordinating IVF treatment cycles and ensuring smooth patient care processes. This role involves scheduling appointments, liaising between patients and clinical teams, maintaining accurate patient records, and tracking treatment progress. The position also supports patient communication, education, and documentation in line with clinic policies and healthcare regulations.

Working closely with physicians and staff, the IVF Coordinator ensures efficient workflow, coordinated care delivery, and a positive patient experience while maintaining confidentiality and attention to detail.

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Role Responsibilities

• Coordinate IVF treatment cycles and support the smooth execution of fertility clinic operations.
  Schedule and manage patient appointments, procedures, and treatment timelines in collaboration with clinical teams.
• Liaise between patients, physicians, embryology, and administrative staff to ensure coordinated care delivery.
• Maintain accurate patient records, cycle tracking documentation, and treatment progress reports.
  Ensure timely completion of IVF protocols, consents, and required clinical documentation.
  Support patient communication by providing guidance on treatment plans, procedures, and clinic processes.
• Monitor cycle progress and follow up to ensure all clinical and administrative steps are completed.
  Assist in preparing reports, summaries, and documentation required for clinic operations and compliance.
• Ensure adherence to clinic policies, reproductive healthcare standards, and confidentiality regulations.
• Collaborate with physicians and staff to support efficient workflow and high-quality patient care.
  Assist in coordinating laboratory, diagnostic, and procedural requirements related to IVF cycles.
  Support patient experience by addressing queries and facilitating smooth communication throughout treatment.
• Maintain confidentiality and uphold professional standards when handling sensitive patient information.
• Stay updated on IVF protocols, clinic procedures, and fertility treatment guidelines.
  Perform other related clinical coordination and administrative duties as assigned.

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Qualifications

Formal Education or Equivalent

• Diploma or Bachelor’s degree in Healthcare Administration, Medical Office Administration, Health Sciences, Nursing, Health Information Management, Business Administration, or a related field.
• Certification or formal training in healthcare coordination, fertility care, patient services, or clinical administration is considered an asset.
• Experience in a fertility clinic, reproductive health setting, or healthcare environment is preferred.
• Strong understanding of IVF treatment processes, clinical workflows, patient coordination, healthcare documentation, and confidentiality standards is an asset.

Certifications (Preferred)

• Certification in Healthcare Coordination, Patient Care, Fertility or Reproductive Health Services, or Clinical Administration is preferred.
• Knowledge of IVF treatment processes, fertility clinic workflows, patient scheduling systems, clinical documentation standards, and healthcare regulations is an asset.
• Proficiency in EMR systems, patient management software, and Microsoft Office applications is considered an asset.
• WHMIS, privacy/confidentiality, and healthcare compliance training certifications are considered an asset. .

Experience

• 0–2 years of experience in IVF coordination, fertility clinic operations, healthcare administration, or a medical office setting (co-op/internship experience considered).
• Basic knowledge of IVF treatment cycles, fertility procedures, medical terminology, patient care processes, and healthcare documentation standards.
• Familiarity with EMR systems, patient scheduling systems, clinical coordination workflows, and Ontario healthcare regulations is an asset.
• Experience in patient coordination, appointment management, treatment tracking, and supporting clinical teams is considered an asset.

Skills & Competencies

• Strong attention to detail and accuracy in IVF coordination, patient scheduling, and clinical documentation.

• Ability to work efficiently in a fast-paced fertility clinic environment while managing multiple patient cycles and priorities.

• Excellent organizational, time management, and record-keeping skills.

• Strong communication, interpersonal, and teamwork abilities when working with patients, physicians, embryology, and administrative staff.

• Proficiency in EMR systems, patient management software, Microsoft Office applications, and clinic scheduling tools.

• Sound knowledge of IVF treatment processes, fertility clinic workflows, healthcare documentation standards, and confidentiality requirements.

• Strong analytical and problem-solving skills with the ability to track treatment progress and resolve scheduling or coordination issues.

• Ability to maintain professionalism, empathy, accuracy, and confidentiality when supporting patients through sensitive fertility treatments.

• Capability to work independently and collaboratively within a multidisciplinary healthcare team while supporting clinical coordination and patient care delivery.