Union: Non-Union
New or Replacement Position: New
Site: UHN – Toronto Rehabilitation Institute & Toronto General Hospital
Department: Sleep Lab
Reports to: Clinical Manager
Wage Range: $23.14 - $28.92 per hour.
Hours: 37.5 Hours per Week
Shifts: Monday-Friday
Status: Permanent Full-Time
Closing Date: May 21, 2026
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
Post‑Sleep Study:
- Scan completed questionnaires from the previous night’s studies and attach them to the appropriate patient media folder in EPIC
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, and validate payroll information for Sleep Laboratory staff in accordance with UHN policies and applicable collective agreements
- Verify timekeeping records, shift premiums, on‑call hours, and overtime prior to payroll submission
- Identify and resolve payroll discrepancies in collaboration with staff, managers, and Payroll Services
- Maintain confidential payroll records and support payroll audits and reporting as required
Billing and Reconciliation Support
- Responsible for coordinating billing for professional and technical components of sleep studies, including monthly reconciliation and calculation of physician payments.
- Ensuring accurate tracking, reporting, and timely processing of billing-related activities
- Training will be provided as required to ensure proficiency with billing systems and reconciliation processes