Website Thunder Bay Ultrasound Inc
Administrative Assistant – Clinical Software & Patient Imaging Focus
Obstetrical Section & General Ultrasound Section
About Us
We are a patient-centered ultrasound clinic dedicated to providing high-quality imaging services in a professional, compassionate, and welcoming environment. Our team works collaboratively to ensure accurate diagnostic support for healthcare providers while creating a positive and reassuring experience for every patient. We value efficiency, attention to detail, teamwork, and patient confidentiality, and we take pride in supporting both the medical and emotional needs of those who visit our clinic.
We are currently hiring an Administrative Assistant to support both sections of our clinic. This role will include general administrative duties, along with specific responsibilities tailored to the needs of their assigned area – Clinical Support & Patient Imaging Support
About the Role
This position supports both sections of the clinic; however, a significant portion of its time is dedicated to assisting the obstetrical care team. It combines advanced administrative work with creative, patient-focused tasks such as preparing keepsake images and videos for families. It also includes coordinating special procedures and assisting with skill-enhancing events for sonographers.
Key Responsibilities
- Manage and update electronic patient records across multiple systems, including VELOX, ACCURO, OCEAN, and TRICEFY. Develop expertise in navigating and integrating these platforms to support both the obstetrical and general sections of the clinic.
- Train employees in use of our software
- Update a list of HRM recipients for our records
- Compile and prepare statistical data and reports related to obstetrical services and services pertaining to the general section of the clinic
- Support physicians and sonographers by preparing required forms, letters, and documentation
- Prepare consent forms for expectant mothers regarding the release of pregnancy images and videos
- Create and provide CDs and USBs with baby’s development images/videos upon patient or healthcare specialist requests
- Electronically send baby pictures and videos to patients securely
- Develop creative ways to display pregnancy-related images and videos on USBs
- Prepare letters announcing baby gender for gender reveal requests
- Assist with administrative work for amniocentesis procedures, including preparing and sending the complete documentation package to the designated facility
- Help organize skill-building “challenge events” for sonographers, where they compete to create the best 3D ultrasound images-such as detailed extremities or unique baby expressions (e.g., yawning, thumb-sucking etc…)
Clinic-Wide Administrative Duties
- Maintain confidentiality and accuracy of all patient and clinic information
- Prepare, organize, and maintain both electronic and paper records
- Perform document management tasks such as scanning, filing, and archiving
- Assist healthcare providers with administrative requests
- Ensure the work area is very well organized
- Collaborate with other team members to ensure smooth daily clinic operations
Qualifications for an Administrative Assistant (Clinical Software & Patient Imaging Focus)
- Post-secondary education in Information Technology or a related field, with administrative experience – ideally in a medical or healthcare setting
- Advanced computer literacy and proven ability to work across multiple software platforms (e.g., VELOX, ACCURO, TRICEFY, OCEAN)
- Exceptional attention to detail, especially when handling sensitive patient data
- Ability to work creatively and thoughtfully when preparing patient keepsakes such as images, videos, and letters
- Strong organizational and communication skills, with a compassionate, patient-centered approach
- Excellent multitasking ability to balance technical responsibilities with direct patient interaction
Why Join Our Team?
- Be part of a supportive, patient-focused clinic with a collaborative work culture
- Gain experience in specialized administrative workflows in healthcare
- Training provided for clinic-specific software and procedures
- Opportunities to contribute to both operational excellence and positive patient experiences
How to Apply:
Interested candidates can apply by sending their résumé and a brief cover letter indicating an interest in this position. Please contact Lenka at tbuhumanresources@gmail.com
To apply for this job email your details to tbuhumanresources@gmail.com.