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 3^rd 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