Overview
Administrative Assistant Jobs in Toronto, Canada at University Health Network
Position: Administrative Assistant I
Company Description
UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada’s top research hospital, UHN provides a national and international source for discovery, education and patient care with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine.
UHN is a research hospital affiliated with the University of Toronto.
Job Summary
The Administrative Assistant, Sleep Laboratories utilizes knowledge of medical terminology and exercises judgment, decision‑making, and independence to provide advanced secretarial and clerical support in a specialized clinical setting. The role supports physicians, sleep specialists, and the interdisciplinary healthcare team while enabling a high‑quality, patient‑centred experience. The successful candidate demonstrates strong communication, organizational, and problem‑solving skills, takes initiative to acquire new knowledge, and incorporates feedback effectively to support continuous quality improvement and operational efficiency.
Duties
Patient Scheduling and Administrative Support
- Address patient inquiries in person, by phone, voicemail, email, and electronic platforms
- Answer incoming telephone calls and check and respond to voicemail messages in a timely manner
- Call patients to confirm upcoming appointments and schedule new and follow‑up appointments
- Exercise judgment and decision‑making when booking, cancelling, re‑scheduling, and triaging appointments
- Obtain and verify necessary patient and referring physician information to support appropriate appointment scheduling
- Select correct appointment types and communicate scheduling details to appropriate clinical and administrative staff
- Support timely processing of incoming referrals, appointment reminders, cancellations, and general inquiries
- Follow established procedures to ensure efficient patient flow and clinic operations
Electronic Medical Record Responsibilities
- Utilize UHN’s Electronic Medical Record (EMR) system to facilitate booking, scheduling, and confirmation of sleep study appointments
- Register patients as required and ensure accuracy of demographic and appointment data
- Verify patient health card status and confirm alternative payment methods prior to offering appointments
- Utilize EMR tools, alerts, and workflows effectively; provide recommendations to improve system functionality and quality processes
- Scan and upload clinical documentation to the appropriate patient records in EMR
Sleep Study Operational Support – Pre‑Sleep Study (Day Of Study)
- Print sleep study requisitions for each site
- Highlight critical clinical or administrative information for night staff
- Prepare patient file folders and required questionnaires
Sleep Study Operational Support – Post‑Sleep Study
- Scan completed questionnaires from the previous night’s studies and attach them to the appropriate patient media folder in EPIC
Sleep Study Operational Support – Post‑Interpretation
- Fax and/or mail interpretation reports to referring physicians using EPIC
- File and maintain patient records in accordance with UHN policies
Communication and Coordination
- Communicate with sleep specialists, physicians, administrative staff, and members of the healthcare team
- Correspond with patients by email to provide appointment details and related information
- Receive, document, and distribute incoming faxes, scans, and correspondence
Clerical, Records, and Data Support
- Maintain written and electronic calendars and schedules
- Maintain, update, and modify electronic and paper filing and information retrieval systems
- Perform routine data collection and collation activities to support reporting and operational requirements
- Complete photocopying and other clerical tasks as required
- Ensure confidentiality and accuracy of all administrative and patient documentation
Payroll Administration
- Accurately enter, review,…
Title: Administrative Assistant
Company: University Health Network
Location: Toronto, Canada
Category: