Tracey Russell
Ottawa
Summary
Bilingual Medical Administrative Assistant experienced in patient care and clinical operations. Enhanced administrative efficiency through effective coordination of surgical procedures and patient communication, while streamlining processes to improve patient flow and satisfaction. Cultivated a compassionate environment by supporting patients and clinical staff, demonstrating adaptability and a strong work ethic in fast-paced healthcare settings.
Overview
1
1
Certification
10
10
years of professional experience
Work History
Clinic Manager
Dr. Peter Harding Ophthalmology
01.2021 - Current
- Coordinated clinic operations as surgical coordinator and office manager to enhance workflow and service delivery.
- Managed all cataract surgery scheduling, ensured clinical readiness, and maintained clinic efficiency.
- Manage daily clinic flow and ensure adherence to all procedures and confidentiality standards.
- Oversee physician scheduling, patient bookings, and surgical timelines through Novaris and YMS systems.
- Supported physicians and staff through effective communication, workflow organization, and patient education.
- Resolved patient concerns with professionalism and empathy, applying de-escalation techniques.
- Managed financial operations, preparing invoices, coordinating payments, and ordering supplies to ensure operational continuity.
- Create and post employment ads, conduct interviews, and assist in onboarding and offboarding processes.
- Maintained supplier relations for medical inventory, ensuring timely availability of necessary resources through Sentrex Pharmacy.
Surgical Coordinator
Dr. Peter Harding Ophthalmology
01.2021 - Current
- Coordinated surgical and diagnostic procedures, enhancing physician support and optimizing patient experiences.
- Scheduled cataract surgeries, pre-operative appointments, and follow-ups using Novaris and Outlook.
- Maintained detailed patient records and managed all pre-op and minor procedure documentation.
- Managed clinic inventory, medications, and surgical supplies, ensuring availability and readiness for procedures.
- Provided clear patient education on procedures, prescriptions, and recovery guidelines.
- Assisted with minor in-office procedures including YAG, PRP, and LTH.
- Streamlined administrative workflow through effective organization and proactive communication.
Contact Lens Coordinator/Ophthalmic Technician
Precision Cornea Centre
01.2019 - 01.2021
- Conducted diagnostic testing (OCT, VF, VA, IOP, AR) and prepared patients for consultations.
- Conducted diagnostic testing (OCT, VF, VA, IOP, AR) to ensure accurate assessments and prepared patients for consultations.
- Assisted physicians during minor procedures and managed sterilization of tools and rooms.
- Assisted physicians during minor procedures and ensured sterilization of tools and rooms for safe operations.
- Scheduled and confirmed patient appointments and surgeries using Accuro EMR.
- Managed patient billing, daily reconciliation, and maintained data accuracy to support financial integrity.
- Managed incoming communications (calls, emails, mail) and ensured timely response.
- Managed clinic operations by independently opening and closing the facility, ensuring all equipment was functional and ready for patient care.
Administrative Assistant /Supervisor/ Diagnostic Technician
Nuvo Eye Centre
01.2017 - 01.2019
- Supported daily clinical and administrative operations for a multi-doctor optometry practice.
- Managed patient intake, appointment booking, and payment processing in English and French.
- Supervised and trained reception, medical, and diagnostic departments.
- Handled patient complaints with tact and professionalism.
- Managed scheduling for eight physicians through EMR and Outlook.
- Facilitated urgent referrals and coordinated 'On Call' specialists to ensure timely patient care.
- Completed daily financial balancing and closing procedures.
- Streamlined patient flow, prepared exam rooms, and supported diagnostic testing to enhance operational efficiency.
Education
Personal Support Worker Certification -
St. Matthews Learning Centre
Secondary School Diploma -
Glengarry District High School
Skills
- Clinical operations
- Medical software proficiency
- EMR systems proficiency
- Medical terminology knowledge
- Operational management
- Appointment management
- Patient flow management
- Patient support
- Documentation accuracy
- Quality assurance
- Workflow optimization
- Administrative experience
- Resource allocation
- Organizational skills
- Time management
- Multitasking
- Team leadership
- Conflict resolution
- Effective communication
- Patient education
- Written communication
- Verbal communication
- Adaptability
- English proficiency
Certification
- Research & Ethics (Ottawa Hospital Research Institute)
- TCPS2 Core Training
- N2SOP Training
- Workplace Safety - WHMIS Certified
- Microsoft Office Excel - Certificate of Completion
- Alzheimer’s Disease: Brain and Behavior - Certificate of Recognition
Profile
Available upon request., Personal Support Worker Certification, Secondary School Diploma, Research & Ethics (Ottawa Hospital Research Institute), TCPS2 Core Training, N2SOP Training, Workplace Safety - WHMIS Certified, Microsoft Office Excel - Certificate of Completion, Alzheimer's Disease: Brain and Behavior - Certificate of Recognition, Secretary, Highland Dancing Committee, Recorded minutes and assisted with administrative coordination for events and meetings, Administrative Assistant / Supervisor / Diagnostic Technician, Nuvo Eye Centre, 01/17 - 12/19, Supported daily clinical and administrative operations for a multi-doctor optometry practice., Managed patient intake, appointment booking, and payment processing in English and French., Supervised and trained reception, medical, and diagnostic departments., Handled patient complaints with tact and professionalism., Managed schedules for eight physicians through EMR and Outlook., Assisted with urgent referrals and 'On Call' specialist coordination., Completed daily financial balancing and closing procedures., Maintained patient flow, prepared exam rooms, and supported diagnostic testing., Contact Lens Coordinator / Ophthalmic Technician, Precision Cornea Centre, 01/19 - 12/21, Delivered high-quality technical and administrative support in a subspecialty ophthalmology clinic., Conducted diagnostic testing (OCT, VF, VA, IOP, AR) and prepared patients for consultations., Provided patient instruction on insertion, removal, and care for scleral and soft contact lenses., Assisted physicians during minor procedures and managed sterilization of tools and rooms., Scheduled and confirmed patient appointments and surgeries using Accuro EMR., Handled patient billing, daily reconciliation, and data accuracy., Managed incoming communications (calls, emails, mail) and ensured timely response., Opened and closed the clinic independently, maintaining operational readiness., Surgical Coordinator, Dr. Peter Harding Ophthalmology, 01/21 - Present, Coordinated all surgical and diagnostic procedures while supporting physicians and ensuring smooth patient experiences., Scheduled cataract surgeries, pre-operative appointments, and follow-ups using Novaris and Outlook., Maintained detailed patient records and managed all pre-op and minor procedure documentation., Ordered and tracked clinic inventory, medications, and surgical supplies., Provided clear patient education on procedures, prescriptions, and recovery guidelines., Assisted with minor in-office procedures including YAG, PRP, and LTH., Supported overall administrative workflow through organization and proactive communication., Clinic Manager, Dr. Peter Harding Ophthalmology, 01/21 - Present, Oversaw clinic operations as both surgical coordinator and office manager., Managed all cataract surgery scheduling, ensured clinical readiness, and maintained clinic efficiency., Supported physicians and staff through effective communication, workflow organization, and patient education., Supervised, trained, and supported clinical and administrative staff., Managed daily clinic flow and ensured adherence to all procedures and confidentiality standards., Handled patient concerns with professionalism and empathy, using de-escalation techniques when needed., Oversaw physician scheduling, patient bookings, and surgical timelines through Novaris and YMS systems., Administered financial operations, including invoice preparation, payment coordination, and supply ordering., Liaised with property management for building maintenance, vendor contracts, and operational issues., Created and posted employment ads, conducted interviews, and assisted in onboarding and offboarding processes., Managed supplier relations for medical inventory, including Sentrex Pharmacy., Maintained accurate electronic and paper filing systems and ensured data integrity., Personal Support Worker Certification, St. Matthews Learning Centre, Secondary School Diploma, Glengarry District High School, Research & Ethics (Ottawa Hospital Research Institute), TCPS2 Core Training, N2SOP Training, Workplace Safety - WHMIS Certified, Microsoft Office Excel - Certificate of Completion, Alzheimer's Disease: Brain and Behavior - Certificate of Recognition, Available upon request.
Volunteer Experience
Secretary, Highland Dancing Committee, Recorded minutes and assisted with administrative coordination for events and meetings
Cover Letter
Dear Hiring Manager,, I am writing to express my interest in the administrative role at your organization. With over 15 years of experience as a Bilingual Medical Administrative Assistant, I have developed a deep understanding of patient care, clinical operations, and administrative efficiency within diverse healthcare environments. Throughout my career, I’ve managed front desk reception, coordinated diagnostic and surgical departments, triaged patients, and supported pre-testing and scheduling. I take pride in providing exceptional, compassionate service while maintaining accuracy and professionalism under pressure. My experience has strengthened my ability to multitask, manage competing priorities, and adapt quickly to new systems; including Meditech, Accuro, EPIC, and Novaris. I communicate clearly and calmly in both English and French, ensuring that patients feel heard, respected, and well cared for at every stage of their visit. I’m known for my positive attitude, reliability, and ability to work both independently and collaboratively. I approach new challenges as an opportunity to learn and contribute. I would welcome the chance to bring my dedication, organizational skills, and bilingual service to your team. Thank you for your time and consideration. I look forward to the opportunity to discuss how my experience can contribute to your organization’s success., Sincerely, Tracey Russell
Timeline
Clinic Manager
Dr. Peter Harding Ophthalmology
01.2021 - Current
Surgical Coordinator
Dr. Peter Harding Ophthalmology
01.2021 - Current
Contact Lens Coordinator/Ophthalmic Technician
Precision Cornea Centre
01.2019 - 01.2021
Administrative Assistant /Supervisor/ Diagnostic Technician
Nuvo Eye Centre
01.2017 - 01.2019
Personal Support Worker Certification -
St. Matthews Learning Centre
Secondary School Diploma -
Glengarry District High School