Medical Receptionist

Etobicoke, ON, CA, Canada

Job Description

MEDICAL RECEPTIONIST

Full-Time Regular Position, 1.0 FTE

Monday or Tuesday Evening Shift is Required

Start Date: October 2025
Salary Range: $40,300 - $47,003
Includes Health Benefits and HOOPP Pension

This is a full on-site role located at 10 Neighbourhood Lane, Unit 201, Toronto, ON, M8Y 0C5

Purpose



The medical receptionist answers a multi-line telephone system, greets, and welcomes clients to the health care centre. The medical receptionist assists clients with their information, referral and appointment booking needs. The medical receptionist performs full secretarial duties, provides administrative and clinical support to staff offering client services at Stonegate CHC.

Reporting



This position reports to C

linical Manager.

Key Responsibilities



Reception



Contribute to effective provision of Stonegate CHC services by greeting and assisting individuals at reception or by phone in a courteous and professional manner

Assess and responds to general enquires and needs of the individual/agency by providing them with the appropriate information regarding services or directing them to the appropriate personnel and/or resources.

Answer/transfers incoming phone calls; screen calls as necessary, make outgoing calls as needed, take messages, check and follow-up on inbox voice messages (from General telephone and On-call service)

Maintains voice-messaging system, (ex. clinic closed for lunch and clinic updates etc.)

Check and respectively responds/ follow-ups to clinic email and work personal email

Maintain an efficient and organized work area (reception desk) and waiting area, as well as ensuring client flow is optimized in the waiting area

Receives urgent messages and directs information to the appropriate provider/individual for timely follow-up

Maintaining positive and open communication with the multi-disciplinary team members, clients, and guests, as well as being an administrative resource for staff and Team Leaders

Follow-up phone calls to clients as directed from health care provider, clinical manager

Provide administrative support for intake of clients receiving services within the center following established protocols (provide and assist with filling out registration forms). As well as, assist with intake support as needed

Client Appointments



With each client confirm and updates client's demographics (home address, phone number, email address) and health card number with the expiration date. If the client does not have OHIP, inquire if they have Interim Federal Health insurance (IFH), have a work visa/benefits or are non-insured/non-status (validated by client's documentation) and update information and validation documents in client's chart

Respond to client's request to schedule an appointment with provider by gathering sufficient information (reason for visit) from the client to understand the nature of their need in order to determine the urgency and the length of appointment required.



Book client appointments in the electronic scheduler for the clinical team, clinical services and internal specialist services



With the use of the EMR software remind and confirm client appointments the day prior to the visit (ex. WBV/WCV and new clients)



Arrange for services required to facilitate the appointments such as interpretation, transportation, etc.



Inform the provider of client's arrival and mark them as present in the electronic schedule



Chart Management



Assist with the distribution, collection and data entry of client registration information

Manage e-charts, clinic email and Ocean's portal by following-up with the appropriate messages/tasks received, responding to all requests from providers or clients, and downloading any forms or images received through clinic email/ocean's into clients EMR.

Confirming that client completed and provided consent to receive emails from Ocean's by email.

Scan and file test results or documents into clients EMR in a timely manner and according to guidelines.

Photocopying, printing or saving on a USB key clients' EMR charts by ensuring client consent is received

Transfer medical records to doctor's offices, insurance companies and lawyer's offices as consented from the client/requested by the health care provider

Arrange for secure destruction of client Personal Health Information

Record Management



Correspond as needed with clients to inquire if client has transferred care to another facility

If client has not transferred care to another facility, send a message to nurse to document in client's chart that they would like to continue to receive health care from our facility/provider

If the client confirms that they have transferred care inform client that their chart will be deactivated

If EMR administrative rights are required send a message to clinical lead to deactivate chart

Otherwise if EMR administration rights are not required, MEDICAL RECEPTIONIST to deactivate chart and change enrollment status as appropriate on EMR

Case Management Support



Make arrangements and referrals with external services (ex. specialists, diagnostic imaging and prescription renewals), in collaboration with the health care provider



Book/arrange referrals in EMR, external electronic system or by faxing



Obtain external reports as needed from the provincial database (connecting Ontario) or by contacting the appropriate health facility.



Notify clients of specialist appointments and follow-up and send confirmation letter



Receive and process medication refills from pharmacists, place in provider mailbox or upload to EMR for provider's signature and fax back to pharmacy



Process electronic and paper documentation; filing, scanning, faxing, photocopying



General Duties



Engage in professional administrative and clinical support for the Centre that includes: having a positive attitude; being calm under stress; being an active and respectful participant in safe processes to discuss issues and raise concerns and complaints; being pro-active around problem-solving; taking accountability for work tasks performed; working as part of a collaborative team; and being respectful to other staff, students, volunteers, and clients.

Work effectively in a busy environment with the ability to balance job requirements including: timely response to internal/external correspondence; submitting reports and documentation.

Ensures the compliance with Health & Safety regulations and Stonegate's policies and procedures, including the immediate reporting or significant concerns or incidents.

Responsible for the opening and closing of the Centre following established procedures to ensure the security and safety of the building, staff, patients, and guests

Attends and participates regularly in Administrative Team Meetings and when requested to Clinical Team Meetings

Enters provider's schedules into electronic medical record (only as Back-up to clinical lead)

Sending, receiving, and distributing mail, ensuring privacy and confidentiality is maintained

Assist with the distribution and collection of client surveys

Perform various clerical and administrative functions, such as ordering and maintaining an inventory of supplies and ensuring office equipment is maintained.

Engage in clinical support as required (ex. assisting with organizing/supporting clinics, lab work, specimen storage etc.) within trained skill set.

Collect money from sales such as contraceptive; document and provide a receipt to client and a purchase of sale receipt to our finance office.

Daily cash counting of the medical reception petty cash and closing sale of ATM

Monitor, Record and upload vaccine fridge temperatures. Fridge temperature to be maintained between 2 - 8 degrees Celsius, notify nurse if fridge out of range

Lab pick-up 2x a day; for the last pick-up confirm that provider have no other specimen samples for the day and no specimens are left behind in the lab (fridge, spinner and red bin above fridge)

Arrange for courier as needed

Change/order toner for the machines and refill paper as needed (send email orders to the responsible staff)

Provide coverage for other MEDICAL RECEPTIONIST team members when they are absent and contribute to overall team functioning by assisting where needed.

It is mandatory that all Stonegate Staff support two organizational events/activities each year (ex. Party in the Park, AGM, Donor or Volunteer Appreciation etc.)

Occasional weekends could be required

Perform all other duties as assigned



Key Qualifications



High School Diploma or equivalent required

Diploma/Certificate from a Medical Receptionist program preferred or equivalent work experience

Minimum 2 years' experience as a medical administrator/assistant, preferably in a clinical or social service setting

Excellent oral and written communication skills including effective telephone etiquette

Excellent organization skills with the ability to multitask in a fast paced environment and prioritize workload

Demonstrates ability to be flexible and a self-starter

Ability to work effectively independently and in a multi-disciplinary team environment; strong team collaboration

Strong attention to detail and able to problem solve

Proficiency in the use of computer technology and various software applications (knowledge of Microsoft Office - Word, Power Point, Access, Excel)

Experience with Electronic Health Record systems preferred

Ability to learn new software quickly and willingness to continuously develop technology skills

Submit your cover letter and resume by:

September 23, 2025

SUBJECT LINE:

Medical Reception

Attention

: Diane - Clinical Manager

Email to:

HumanResources@stonegatechc.org

Stonegate Community Health Centre

10 Neighbourhood Lane Unit 201, Toronto, Ontario M8Y 0C5

We thank all applicants for their interest in this position, only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $40,300.00-$47,003.00 per year

Benefits:

Company pension Employee assistance program Extended health care Life insurance On-site parking
Work Location: In person

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Job Detail

  • Job Id
    JD2742649
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Etobicoke, ON, CA, Canada
  • Education
    Not mentioned