Clinical and Surgical Coordinator - Ophthalmology Clinics

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Job Overview

The Eye Institute at Kensington Health, Ophthalmology Clinics is seeking Clinical Surgical Coordinators who are responsible for coordinating all aspects of patient scheduling, surgical bookings, and administrative activities within the ophthalmology clinic. The role acts as a central point of contact for patients, physicians, hospitals, and surgical centres, ensuring seamless coordination of clinical appointments, diagnostic testing, surgical procedures, and post-operative care. The coordinator supports efficient clinic operations by managing physician schedules, facilitating communication among stakeholders, maintaining accurate patient records, and providing exceptional patient-centred service throughout the patient's surgical journey.

Responsibilities

Main Responsibilities but not limited to:

1. Surgical Booking & Coordination

• Coordinate surgical scheduling with surgeons, hospitals, and surgical centres.

• Manage surgical waitlists, cancellations, and rescheduling.

• Ensure all required surgical documentation is complete and submitted on time.

• Communicate surgery dates, times, and preparation instructions to patients.

2. Clinic Scheduling & Patient Access

• Schedule and coordinate clinic appointments, diagnostic testing, and follow-up visits.

• Monitor physician schedules and optimize clinic capacity.

• Manage referrals and ensure patients are booked according to clinical priority.

3. Patient Navigation & Communication

• Serve as the primary point of contact for patients throughout their care journey.

• Provide information regarding appointments, procedures, surgeries, and post-operative care.

• Respond to patient inquiries and coordinate communication between patients and providers.

4. Administrative & Medical Records Management

• Maintain accurate patient records and documentation.

• Ensure consents, referrals, diagnostic reports, and surgical forms are complete.

• Process correspondence, reports, and physician documentation in a timely manner.

5. Coordination with Physicians & Healthcare Partners

• Liaise with ophthalmologists, primary care providers, hospitals, operating rooms, and diagnostic facilities.

• Coordinate pre-operative and post-operative appointments.

• Support physicians with clinic logistics and scheduling changes.

6. Operational Support

• Monitor clinic and surgical schedules for errors, conflicts, or gaps.

• Assist with workflow improvement initiatives.

• Support quality, safety, privacy, and patient-centred care standards.

• Collects payment from clients.
  

Qualifications

Required Skills and Abilities:

• Patient-centred and compassionate.

• Professional and diplomatic when interacting with physicians, patients, and external partners.

• Strong problem-solving abilities.

• Ability to work independently and collaboratively within a multidisciplinary team.

• Adaptable and able to manage competing priorities.

• Strong organizational and time-management skills.

• Exceptional attention to detail and accuracy.

• Ability to prioritize multiple tasks in a fast-paced environment.

• Strong interpersonal and customer service skills.

• Excellent verbal and written communication skills.

• Ability to handle confidential patient information in compliance with privacy legislation.

• Proficiency with Microsoft Office (Outlook, Word, Excel) and EMR systems.

Required Knowledge and Experience:

• Minimum of 2 years related administrative support experience in a fast-paced Clinic.

• Working in ophthalmic environment is an asset.

• Good knowledge of health care, organizational/office practices, procedures, standards and OHIP billing experience.

Required Professional Designation/Certificate:

• Postsecondary diploma or degree in Health Administration, Medical Office Administration, Health Sciences or equivalent.
  

Kensington Health is an equal opportunity employer and encourages applicants from equity seeking groups. Kensington Health is committed to providing reasonable accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.