Sales & Reception Coordinator

WSA Americas•Barrie, ON

2d•Onsite

About The Position

Part of WSA group, HearCANADA's mission is to reframe the world of hearing care and set the highest standards in the world of hearing health. With 110+ clinics across Canada, our teams work collaboratively to provide exceptional, patient-centric care on our quest to deliver Wonderful Sound for All. Learn more about us by visiting our webpage. We are growing and searching for a Medical Secretary to join our team at our HearCanada clinic located on Lakeside Terrace, Barrie North, ON! In this role, you will be responsible for supporting administrative and reception functions within HearCanada’s ENT (Ear Nose and Throat) clinic operations. This is a 12-month full-time contract role with anticipated start date June 2026 in a fast-paced role requiring attention to detail, confidentiality, and professionalism in dealing with high volumes of patients. Typical hours will be Monday to Friday 8:00am-4:30pm.

Requirements

Completion of secondary school or equivalency is strongly preferred; equal consideration will be given to those with some secondary school education and relevant experience.
2+ years of experience in a Medical Secretary (or similar) capacity.
Experience in a high-volume clinic or office setting handling competing priorities.
Efficient communication skills in the English language, both verbal and written.
Energetic and professional demeanor with the ability to establish relationships with patients and team members.
Ability to prioritize based on urgency and handle competing tasks in a busy environment.
Comfortability in leveraging various tools including Microsoft Outlook, Microsoft Teams (or other video conferencing/chat platforms), Microsoft Excel (basic for reporting and data), and multi-line phone systems.
A high level of confidentiality is required.
Comfortability in making a high volume of phone calls is required due to the nature of the role.
Strong alignment with WS Audiology values and our mission to deliver Wonderful Sound for All.

Nice To Haves

Certifications or post-secondary education in a relevant field such as Medical Office Administration, Medical Terminology, Unit Clerk, Office Administration, and/or health care would be considered an asset.
Experience in a multi-physician office, specialist office, or ENT office is preferred.
Knowledge of local healthcare referral sources and the Ontario provincial healthcare system is a bonus.

Responsibilities

Act as the key point of contact for patients visiting the clinic by welcoming them to the clinic, maintaining a safe and welcoming environment, and answering their questions.
Handle phone calls, return messages, and answer email and chat correspondence in a professional and efficient manner.
Collaborate with clinic staff and clinic leadership for patient escalations and for special requests with the goal of meeting patients’ unique needs.
Reschedule patient cancellations and follow up on missed appointments.
Schedule high volume in-clinic appointments and surgical appointments, including for offsite surgeries and procedures.
Make reasonable efforts including calls, SMS, and email contact with clients needing recall examinations, missed appointments rescheduled, or follow up appointments.
Contact referral patients in a timely manner to schedule appointments.
Collaborate with ENT Specialists for special appointment requests.
Provide patients with necessary information for appointments and procedures to ensure a positive patient experience, including parking options, clinic-specific information and access points, estimated appointment durations, and any required.
Maintain relationships with referring physicians’ offices.
Book diagnostic appointments and submit referrals
Perform high volume call-ahead reminders
Maintain patient files, both virtually and physically.
File patient records and code files.
Process forms, medical letters, reports, charts, and files in the appropriate systems.
Order supplies for the clinic, including office supplies, personal protective equipment, and medical equipment.
Operate general office equipment including fax machines, scanning machines, phone systems, computers, and printers; collaborate with IT as necessary for troubleshooting and repair requirements.
Handle and sort mail and packages (ingoing and outgoing).
Use the EMR (electronic medical record) system to enter patient information; keep accurate records within the EMR for reporting and compliance.
Attend company, district, and clinic meetings, both virtually and in-person as scheduled.
Attend required initial and ongoing company and government-mandated training which can include, but is not limited to, health and safety training, policy training, and standard operating procedure training.
Stay abreast of industry changes to best support clients with questions
Perform other duties as assigned within the scope of the role
Provide some infrequent coverage for other HearCanada clinics based on business needs