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Front Office Administrator  

Category Administrative and Clerical  
Req Number ADM-19-00027  
Department Orthotics and Prosthetics 

Work type Regular Full-time 

Grade None Specified 

FTE 1.0 

Posting Close Date 10/25/2019 


The Front Office Administrator is a multifaceted position accountable for all Purchasing, Billing, Client Scheduling, and Collections responsibilities. The scope of responsibilities of this role will be dynamic and dependent on the point in time needs of the front office. Reporting to the Business Office Coordinator, the Front Office Administrator will be responsible for the following tasks:

Purchasing and Billing:

  • Purchasing - working with the Hospital's Senior Buyer to place orders for materials, equipment and office/workshop supplies, maintain purchase order status, track and follow up on back orders and order discrepancies
  • Assist in obtaining funding (ADP, client and/or 3rd party) for client devices includes ensuring estimates completed correctly, processing / submitting / correcting / resubmitting / following up on funding claims, creating/maintaining updated client financial files and maintaining prosthetic action list
  • Process invoices/credits using POSoft and Meditech including ADP ebilling submission
  • Process payments for dispensed items (including obtain client signatures for proof of delivery)
  • Shipping/receiving includes notify and distributing goods to staff, returns to suppliers, shipping devices to clients and suppliers
  • POSoft product database administrator

Client Appointment Scheduling:

  • Front desk reception:
    • Greeting, welcoming, directing and announcing clients/families and visitors
    • Answer, screen and forward incoming phone calls and central emails while providing basic information when needed
    • Receive and sort daily mail
  • Register clients
  • Schedule client appointments (including clinics)
  • Arrange interpreters
  • Process referrals
  • Appointment reminder calls
  • Maintain clinicians' Meditech scheduling calendars
  • Update client demographics in database (POSoft)
  • Schedule meetings, rooms, catering, etc.
  • Schedule volunteers (clients, students)
  • Provide administrative support to manager and team leads
  • Perform other administrative duties such as process payments, create, maintain & pulling charts, filing, photocopying, issuing taxi chits for clients, etc.

Billing Collections:

  • Liaise with client/families and 3rd party funders to inquire about payments and answer billing related questions
  • Assesses reports regularly to identify outstanding payments
  • Reviews the ADP holding report identifying approvals, non-approvals, and payments


  • Completion of Community College Diploma - Office Administration (Medical) or equivalent
  • Two years of purchasing and billing experience in a similar environment
  • Superior verbal, written and listening communication skills in the English language
  • Strong problem solving, customer relations, telephone etiquette and organizational skills
  • Excellent coordination and time-management skills
  • Ability to work in an area with a high volume of work, frequent interruptions & noise
  • Demonstrated ability to work effectively in both a team environment & independently
  • Discretion with regards to security and confidentiality of information
  • Proven Intermediate computer knowledge of MS Office programs, electronic file management
  • Meditech and/or POSoft estimate/billing experience an asset
  • Reception/scheduling experience in a healthcare environment
  • Tact, diplomacy, a professional demeanour and willingness to assist others
  • Flexible and able to balance multiple priorities with a strong attention to detail
About the Organization Join a world of possibility! Holland Bloorview Kids Rehabilitation Hospital creates a world of possibility by supporting children and youth living with disability, medical complexity, illness and injury. Holland Bloorview is a top 40 Canadian research hospital that is fully affiliated with the University of Toronto and serves over 7,500 families annually. Providing both inpatient and outpatient services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in two successive quality surveys by Accreditation Canada.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

Holland Bloorview Kids Rehabilitation Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fostering a climate of equity and diversity and welcomes and respects the diversity of our clients, families, staff, trainees, volunteers, trustees and partners. As part of our commitment to fair and equitable recruitment and selection practices, we encourage applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas within our community.

Interested applicants are invited to submit their application by pressing the "Apply" button near the top of this page. Should you require accommodation during any stage in the recruitment process, please contact Human Resources at or 416-425-6220.  

This position is currently not accepting applications.

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