Administrative Secretary -Breastfeeding Clinic- Regular Full-time 2025-13893

Summary of Duties:

• Coordinates clinic patient scheduling (phone, walk-in, fax, referrals)
• Greets, receives, instructs and directs patients and families and performs telephone and reception duties for the clinic
• Accurately collects, records, files and stores all required client information
• Prepares breast pumps and other related equipment for use by clients

• Coordinates all aspects of the clinic’s equipment sales and rental program, including managing inventory levels for pumps and related supplies, processing and reconciling cash, credit card, and 3rd party billing transactions and making bank deposits
• Accurately maintains and reports on the program’s activity, inventory and accounting records as required
• Maintains clinic’s patient and breast pump rental databases in MS Access
• Provides medical secretarial support to the clinic’s multidisciplinary team
• Collects and verifies client OHIP numbers
• Arranges patient referrals as directed by clinical staff
• Daily review and updating of patient accounts to ensure accurate billing information.

• Processes claims deficiencies, corrections, rejects and adjustments as required
• Answer and resolve queries from patients about rentals and sales
• Follow up and collection of overdue accounts, both written and verbal
• Gathers relevant information from patients and others as required
• Review accounts receivable aging reports and perform necessary follow up to ensure accounts remain current.
• Other duties as assigned

Qualifications/Skills:

• OSSGD or equivalent as recognized by the Ontario Ministry of Education, required
• Post-secondary medical secretarial diploma required (may consider job-related courses in combination with suitable related experience as substitute), preferred.
• Minimum 3 years’ experience in Accounts Receivable, preferred
• Recent related administrative experience in a clinical/medical office setting required, preferred
• Customer service experience and experience processing business cash and credit card and banking transactions and maintaining accounting ledgers, required
• Demonstrated understanding of bookkeeping and basic accounting, required
• Demonstrated understanding of obstetrical and breastfeeding terminology and the operation of manual & electric breast pumps, preferred
• Demonstrated effective organizational and time management skills, required
• Demonstrated superior interpersonal and communication skills, required
• Demonstrated proficiency with alpha-numeric data entry required, required
• Demonstrated competence/proficiency in computer and information system applications such as MS Word, Excel, Access and typing speed 35 w.p.m. with a maximum 5% error rate, required
• Familiarity with third-party billing, required
• Understanding of all relevant billing processes, preferred
• Ability to work independently, required