Clinical reception agent

Founded in 1967, the Montreal Clinical Research Institute (IRCM) is a non-profit organization dedicated to basic and clinical biomedical research in a wide variety of fields, as well as the training of the next generation of scientists in an innovative technological environment. 

The IRCM clinic is a reference centre for care and clinical research. It is affiliated with the Centre hospitalier de l'Université de Montréal (CHUM). It welcomes patients referred for specialized evaluation and follow-up in cardiovascular prevention, diabetes and hypertension. It also houses a research centre for rare and genetic diseases in adults, including genetic dyslipidemias, primary immunology, and rare kidney diseases. It provides innovative and personalized care through a multidisciplinary approach. In addition, numerous academic and pharmaceutical clinical research projects are underway.

The IRCM clinic is currently looking to recruit a clinical reception agent to join the specialized clinic team.


Summary of responsibilities

Under the supervision of the Manager of Operation, Clinic and Clinical research, the person provides service at the clinic reception desk and for the patient appointment center, and performs a variety of medical administrative tasks to ensure continuity of care, clinic organization and proper use of the electronic medical record (EMR).

Main tasks and responsibilities: 

Reception desk and appointment center
•    Greets patients and directs them in the clinic
•    Provides documentation, explanations and answers requests from patients within the scope of his/her duties
•    Answers telephone calls from the clinic to answer questions with appropriate information, route calls or relay messages 
•    Schedules and confirms patient appointments 
•    Keep physician’s and other professionals’ schedules and waiting lists up to date for the clinic

Medical records management and correspondence
•    Opens and prepares electronic medical records (EMR)
•    Prepares various documents: chart summaries, letters, appointment confirmations, etc.
•    Receive and forward new consultation requests to the right clinic or physician
•    Sends documents by email or fax to pharmacies and hospitals
•    Routing reports and other documents to the appropriate locations and individuals
•    Transmits referrals/consultation requests externally for patients
•    Receives calls for critical laboratory tests and forwards information to appropriate parties
•    Verifies and tracks fax reports in the EMR
•    Updates the address book in the EMR (referring professionals, pharmacies, etc.)

Support role in the clinic
•    Acts as a resource person for the clinical team on the use of the EMR 
•    Reaches out to nurses or physicians within a reasonable time frame based on his/her analysis of the situation
•    Prepares and tracks shipments of biological samples to external laboratories
•    Provides support to the medical records clerk
•    Provides support to the clinic and EMR coordinator

Required qualifications:
•    Studies in medical secretarial, office administration or equivalent in an appropriate discipline
•    Minimum of 2 years of relevant experience
•    Knowledge of standard software
•    Functional bilingualism (French, English)
•    Knowledge of the Medesync system would be an asset

Knowledge and abilities:
•    Ability to interact with a diverse clientele
•    Good organizational skills and ability to manage several priorities at the same time
•    Demonstrate rigor, judgment, discretion, tact and diplomacy
•    Ability to work in a team

Conditions of employment:
•    Full-time position (35h/week) during the day (Monday to Friday) and possibility of part-time work
•    Contribution to the Régime de retraite des employés du gouvernement et des organismes publics (RREGOP)
•    Life, health and salary insurance plans
•    13 paid statutory holidays and 10 days of sick leave per year
•    20 days of vacation
•    Employee assistance program
•    Start date as soon as possible

How to apply:
Send cover letter and resume, specifying the Competition – Clinical reception agent to the following email address:
We thank all applicants for their interest, however only those selected for an interview will be contacted. Visit our website:

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