Job Description

About the Role

We are seeking a detail-oriented and organized

Administrative Support Specialist

to serve as the primary administrative point of contact for patients. In this role, you will ensure accurate documentation within our Electronic Medical Record (EMR) system, support clinical and laboratory teams with administrative needs, and oversee the management of gamete and embryo shipments in compliance with regulatory standards.

Key Responsibilities

A. Administrative Support

Serve as the main administrative liaison for patients, providing timely and professional assistance. Accurately enter and maintain patient data in the EMR system and statistical databases, including the BORN CARTR registry. Document all patient interactions and updates promptly and accurately in the EMR. Support embryologists and clinical staff with documentation and administrative tasks. Maintain and update patient and couple medical records, including consent and authorization forms. File and archive records in accordance with privacy, confidentiality, and data protection policies. Ensure all patient-related data is securely stored and easily accessible to authorized personnel.

B. Management of Gamete and Embryo Shipments

Respond to initial inquiries from patients and referring clinics regarding gamete or embryo transfers. Verify receipt of all required legal and consent documentation prior to shipment or receipt. Review shipment paperwork for accuracy, completeness, and compliance with clinic and regulatory requirements. Prepare and organize documentation for incoming and outgoing gamete and embryo shipments. Track and log all shipments in the tracking system for accurate recordkeeping.

Qualifications

Post-secondary education in Health Administration, Medical Office Administration, or related field preferred. Previous experience in a medical, fertility, or laboratory setting is considered an asset. Strong attention to detail and data accuracy. Excellent organizational, communication, and multitasking skills. Familiarity with EMR systems and medical documentation standards. Understanding of privacy and confidentiality regulations (e.g., PHIPA).

Why Join Us

Opportunity to contribute to a compassionate, patient-centered fertility practice. Collaborative and supportive clinical team environment.
Job Type: Part-time

Expected hours: 24 - 30 per week

Benefits:

On-site parking
Work Location: In person