About the company
Anova Fertility & Reproductive Health is the premier fertility health centre in Canada exclusively focused on reproductive medicine and women’s health. Since 2016, we have built a reputation as the leader in innovation, education, and communication for best-in-class, inclusive, humanized fertility and reproductive care. Anova is known for its collaborative and holistic approach, leveraging an award-winning, multidisciplinary team of healthcare professionals, including Reproductive Endocrinologists, OB/GYNs, Family Physicians, Physician Assistants, Nurses, and other specialized healthcare professionals. Our high-functioning team provides exceptional patient care through advanced fertility treatments and personalized treatment plans.
About the position
As part of our Embryology team, the Embryology Laboratory Administrator has dual responsibilities. On the administrative side, you will be responsible for updating data accurately and efficiently in our systems; preparing and managing paperwork for IVF cycles, reviewing documents; and ensuring compliance with applicable regulations. On the embryology side, your education, training, and experience will be leveraged at the discretion of Laboratory director, and your responsibilities will include recording interactions with patients in the EMR system; preparing charts, patient summaries, and graphs; answering calls and emails and providing information to patients; and preparing weekly activity summaries.
Crucially, you will share the founder, Dr. Marjorie Dixon’s commitment to being the gold standard for successful reproductive health and fertility centres. This role reports to the Laboratory Director.
Main Duties & Responsibilities
- General
- Collaborates effectively with team members across departments
- Consistently arrives at work, appointments, meetings, and events on time
- Writes clearly and informatively and edits work for spelling and grammar
- Handles expected share of workload at required quality level (productivity)
- Maintains confidentiality and security of business and patient information
- Complies with policies and protocols, as amended from time to time
- Completes all required training to perform job duties effectively
- Data Management
- Maintains accurate and confidential patient records in EMR system, including medical history, treatment plans, and outcomes
- Enters and updates data in laboratory information systems (LIS) and other relevant databases
- Prepares and manages paperwork for IVF cycles, including patient consent forms and treatment protocols
- Logistical Support
- Prepares orders for laboratory supplies, reagents, and equipment for review by Director, to ensure adequate stock levels
- Prepares and maintain laboratory equipment and facilities, ensuring clean and organized work environment
- Assists with sample collection, storage, and transportation as instructed
- Communication and Coordination
- Responds promptly to calls and emails from patients, clinicians, and other staff
- Communicates effectively with other laboratory staff, clinicians, and other healthcare professionals
- Coordinates appointments, procedures, and other activities within laboratory
- Compliance and Reporting
- Complies with Anova SOPs and medical care regulations and safety standards as required by CFAS/BORN authorities
- Enters accurate and complete data into EMR database and sends information to BORN CARTR registry
- Prepares reports on laboratory activities and patient outcomes for Director
- Monitors and tracks KPIs related to laboratory operations
- Other
- Prepares charts and provides timely updates regarding patient care
- Prepares patient summaries and graphs of outcomes
- Assists with logging quality control data
- Assists lab in sending PGT samples to genetic lab
- Assists lab in organizing data for inspections by official entities
- Assists in receiving and dispatch of frozen samples
- Assists lab in monitoring and ordering supplies to maintain inventory
- Assists lab in designing and improving Accuro and routinely used forms
Qualifications and Requirements
- Undergrad degree or M.Sc. (preference)
- Knowledge of and experience in Assisted Reproductive Biology
- Experience in performing administrative tasks with accuracy and speed, ideally in medical environment
- Experience with Accuro preferred
- Knowledge of medical terminology and reproductive health practices preferred
- Proficiency in MS programs and use of Internet as information/research tool
- Strong verbal English language skills required; multilingualism an asset
- Strong written communication skills
- Strong organization skills
- Proactive attitude with willingness to learn and adapt
- Availability and willingness to work outside of regular business hours and participate in weekend and statutory holiday rotations
Profile
- Meticulous attention to detail
- Empathetic approach to patient care
- Comfortable working in team environment
- Punctual, dependable, and strong work ethic
- Unfazed under pressure
Salary: $23–$28 per hour
Note 1: as the Company grows and legislation changes, management may change tasks assigned to this role accordingly.
Note 2: work is performed with considerable independence, subject to review through educational opportunities, written reports, and evaluation of results.
In compliance with the new Employment Standards Act (ESA) guidelines regarding the use of artificial intelligence, please note that while some recruitment platforms may use AI features to assist with initial screening based on job requirements, these tools are only used to help streamline the process. All final candidate evaluations and selection decisions are made by our recruitment and hiring team.
Due to the high volume of applications we receive, only those candidates who are shortlisted for further consideration will be contacted.
Position Status: This is an existing vacancy.
