Patient Communications & Office Coordinator
Pollin Fertility and Reproductive Health
Category: Administration
Location: Toronto, Ontario
Position: Patient Communications & Office Coordinator
Job Description / Duties
Pollin Fertility is seeking a professional, organized, and compassionate Patient Communications & Office Coordinator to join our team. As the first point of contact for patients, this individual will play a key role in delivering a warm, seamless, and supportive experience through phone, email, and in-person interactions. The successful candidate will also provide essential administrative and office management support to ensure the smooth and effective daily operation of the clinic.
What Your Core Responsibilities Will Be:
Patient Communication & Administrative Support
- Answer all incoming phone calls and respond to patient emails promptly, professionally, and with empathy.
- Provide accurate information on clinic services, scheduling, and patient instructions.
- Maintain the highest level of confidentiality and discretion with all patient interactions and medical records.
Administrative & Office Coordination
- Oversee daily office operations to maintain a clean, organized, and efficient work environment.
- Manage supply ordering and inventory for both office and clinic needs, liaising with vendors as required.
- Support appointment coordination and general administrative workflows.
- Assist with documentation, tracking logs, and organizing internal materials as needed.
Clinic Culture & Team Support
- Coordinate small internal initiatives such as monthly birthday treats, team recognition activities, or other culture-building moments.
- Work collaboratively with both clinical and administrative teams to support a positive, patient-centered clinic environment.
- Provide general support to the administrative team as needed, including assisting with daily tasks, problem-solving, and helping ensure smooth clinic operations.
- Contribute to fostering a warm, respectful, and team-oriented culture for both staff and patients.
Qualifications / Required Skills:
- Postsecondary education in office administration, healthcare administration, or a related field preferred.
- Minimum 2 years of experience in an administrative, receptionist, or customer-facing role; healthcare clinic experience is an asset.
- Outstanding interpersonal and communication skills, with a warm and professional manner both in writing and over the phone.
- Strong organizational skills, exceptional attention to detail, and comfort managing multiple priorities.
- Proven ability to maintain confidentiality and handle sensitive information with discretion.
- Proficiency with phone systems, email communication, and common office software; experience with EMR systems is an asset.
- Commitment to patient-centered care, teamwork, and supporting a positive clinic culture.
- Demonstrated reliability, punctuality, and consistent performance.
Working Conditions
- Monday to Friday, with after-hours and weekend coverage as needed.
- General clinical environment; must comply with all infection control and safety standards.
- Flexibility required to support patient and operational needs.
Employer Profile
Pollin is an emerging fertility and reproductive healthcare centre in Toronto. Our goal is to improve patient experience, safety, and success rates by integrating technology into all aspects of a patient's fertility journey. We are committed to improving the clinical experience for our staff to enable them to better care for patients. Our intention is to design fertility journeys that are seamless, guided by science, and centered on improving pregnancy outcomes. Pollin Fertility is uniquely positioned to bring a modern, compassionate, and effective experience to individuals and families seeking reproductive care.
Pollin is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law.
If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are unable to use the online application, please contact hr@pollinfertility.com for assistance.
We thank all applicants for their interest in this position; however, only those selected for an interview will be contacted.
