JOB OPPORTUNITY NOTICE
Position: Clinic Administrative Coordinator
Status: Casual, Permanent (approx. 9 hours per week, 5 days a week)
Division: Vascular Surgery
Work Arrangement: position can be performed remotely
Salary Range: $24.46 – $29.23/hr
Start Date: ASAP
Vacancy Disclosure: new position
The Vascular Associates within The Department of Surgery is looking for a casual, permanent Clinic Administrative Coordinator. Please see below for the details.
POSITION SUMMARY
The Clinic Administrative Coordinator provides administrative support for the National Capital Vein Institute (private vein clinic; ncvi.ca) which operates outside of the hospital setting. The role is responsible for managing referrals, coordinating patient appointments, supporting procedural scheduling, and serving as a key point of contact for patients throughout their care journey.
This position requires a highly professional, patient-focused individual who can provide exceptional customer service and effectively support patients seeking privately funded vein procedures.
KEY RESPONSIBILITIES
Referral and Intake Management
- Monitor and manage incoming referrals through a dedicated clinic fax line.
- Review and triage referrals according to established clinic processes.
- Coordinate referral intake and ensure appropriate follow-up with patients.
- Monitor referral volumes and assist in maintaining timely access to care.
Patient Coordination
- Contact patients to schedule consultations and procedures.
- Serve as the primary administrative point of contact for patients.
- Provide a high level of customer service and support throughout the patient experience.
- Respond to patient inquiries in a professional, courteous, and timely manner.
Procedure Preparation and Follow-Up
- Assist patients with pre-procedure and post-procedure information.
- Distribute and review clinic educational materials and procedural documentation.
- Ensure patients receive appropriate instructions before and after treatment.
- Escalate clinical questions to the physician as required.
Clinic Operations
- Support approximately two procedure days per month.
- Coordinate scheduling and administrative logistics related to clinic activities.
- Maintain accurate patient records and documentation.
- Liaise with clinic partners and external providers as required.
QUALIFICATIONS AND EXPERIENCE
- Previous experience in a medical office, clinic administration, or healthcare environment.
- Strong organizational and time-management skills.
- Excellent communication and interpersonal abilities.
- Demonstrated ability to work independently in a virtual or remote environment.
- Strong customer service orientation with the ability to manage demanding or high-expectation clients professionally and patiently.
- Proficiency with standard office software and electronic scheduling systems.
COMMENTS TO APPLICANT
We thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted.
The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.
Pay: $24.46-$29.23 per hour
Experience:
- medical administrative assistant: 2 years (preferred)
Work Location: Remote
