Patient Access and Referral Specialist

Position Overview

Reporting to the Manager, Clinic Operations, the Patient Access & Referral Specialist plays an important role in supporting timely access to care for patients at Schroeder Ambulatory Centre. This position is responsible for coordinating referrals, managing patient access workflows, supporting clinic scheduling, and optimizing patient flow across specialty clinics.

Working closely with physicians, nursing teams, clinic leaders, and interdisciplinary partners, the Patient Access & Referral Specialist helps ensure patients experience a seamless journey from referral through appointment booking. This role is ideal for someone who enjoys working in a fast-paced healthcare environment, improving processes, and contributing to the growth of an innovative ambulatory care organization.

As Schroeder Ambulatory Centre continues to expand, this role will be instrumental in enhancing patient access, improving clinic efficiency, reducing wait times, and supporting a positive patient experience.

Key Responsibilities

Referral Management & Coordination

• Review, process, and coordinate incoming patient referrals for assigned specialty clinics.
• Ensure referrals are complete, accurate, and meet established booking requirements.
• Communicate with referring providers to obtain missing information or required documentation.
• Maintain accurate referral tracking records and waitlists.
• Monitor referral volumes, turnaround times, and identify opportunities to improve patient access.
• Escalate referrals requiring clinical review to the appropriate clinical team.
• Support ongoing referral workflow improvements and process optimization.

Patient Access & Scheduling

• Coordinate new consultations, follow-up appointments, and clinic bookings according to established guidelines.
• Schedule appointments using electronic medical record (EMR) systems.
• Support effective use of physician schedules and clinic capacity.
• Manage appointment changes, cancellations, and rescheduling requests.
• Provide patients with clear appointment information, instructions, and support throughout the booking process.
• Support both virtual and in-person clinic scheduling.

Waitlist & Patient Flow Management

• Maintain accurate and up-to-date patient waitlists.
• Monitor timelines from referral received to appointment completion.
• Support initiatives focused on improving access to care and reducing wait times.
• Prepare reports and provide updates related to patient access and waitlist management.

Collaboration & Team Support

• Work collaboratively with physicians, nurses, administrative teams, and interdisciplinary partners.
• Provide support and guidance related to referral pathways, scheduling processes, and booking practices.
• Assist with clinic workflow updates and improvements.
• Contribute to a positive, collaborative, and patient-centred team environment.

Patient Experience

• Provide professional, compassionate, and respectful service to patients, families, and healthcare providers.
• Respond to patient and provider inquiries in a timely and professional manner.
• Maintain patient confidentiality and comply with privacy legislation, including PHIPA.
• Promote an inclusive and respectful healthcare experience for all patients.

Qualifications & Skills

• Completion of a Medical Office Administration, Office Administration – Health Services, Medical Office Practices, or related post-secondary program preferred.
• Minimum two years of recent relevant administrative experience in an ambulatory care, hospital, or clinical healthcare environment.
• Experience with patient scheduling, referrals, registration, or clinic operations is an asset.
• Strong verbal and written communication skills with the ability to communicate professionally with patients, families, and healthcare teams.
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while also contributing effectively within a collaborative team.
• Strong problem-solving skills and ability to identify opportunities for improvement.
• Demonstrated ability to handle confidential information with professionalism and discretion.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook).
• Experience with electronic medical record systems, including Meditech Expanse and Accuro, is an asset.
• Successful completion of a criminal record check/vulnerable sector check.
• Ability to provide required immunization and TB screening records.

Join Our Team

Schroeder Ambulatory Centre is a non-profit healthcare organization dedicated to improving the lives of Ontarians through accessible, high-quality outpatient care. The Centre provides a wide range of clinical, diagnostic, and surgical services with a focus on reducing pain, improving mobility, and creating a more efficient healthcare experience for patients.

Through collaboration with hospital and academic partners, Schroeder Ambulatory Centre is helping to strengthen Ontario’s healthcare system by expanding access, supporting innovation, and delivering compassionate, patient-centred care.

As part of our growing team, you will have the opportunity to contribute to a dynamic healthcare environment focused on teamwork, innovation, and improving the patient journey.

Schroeder Ambulatory Centre is committed to providing an inclusive and accessible recruitment experience. If you require accommodation at any stage of the hiring process due to a disability or medical condition, please let us know. We will work with you to ensure your needs are supported in a respectful and confidential manner.

We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.