Caitlin Gayler

Experienced Canadian medical administrative professional and clinic operations leader with over 10 years of experience in family medicine, urgent care, and specialty care. Proven background managing clinic operations, coordinating patient care workflows, onboarding patients, supporting physicians, and leading administrative processes in fast-paced healthcare environments. Skilled in EMR systems, staff coordination, patient communication, scheduling optimization, and process improvement.

Recognized for strong leadership, organization, and the ability to independently manage high-volume clinical operations.

INTAKE COORDINATOR at Huronia Nurse Practitioner Led Clinic (2025-01 – Present)

• Successfully onboarded approximately 500 patients into clinic care
• Coordinated collection, verification, and upload of clinical records into patient EMRs
• Managed high-volume patient intake processes while ensuring accuracy and confidentiality
• Communicated directly with medical offices, hospitals, and healthcare providers to obtain records
• Supported continuity of care through organized chart management and patient follow-up
• Coordination and administrative process implementation & improvement during patient onboarding initiatives

MEDICAL OFFICE ADMINISTRATOR / CLINIC MANAGER at Huronia Urgent Care Clinic (2012-06 – 2022-04)

• Managed day-to-day clinic operations in a busy urgent care environment
• Oversaw patient demographics, chart management, scheduling, and administrative workflows
• Coordinated communication between physicians, nursing, hospitals, public health, and community partners
• Medical billing including OHIP, WSIB, BlueCross, GuardMe, and third-party payments
• Utilized multiple EMR systems including OSCAR, Accuro, Expanse, OceanMD, and PS Suites
• Assisted with hiring, training, scheduling, and support of administrative staff
• Oversaw office inventory, supply ordering, and accounts payable/receivable
• Served as primary contact for software and hardware troubleshooting within the clinic
• Supported workflow optimization and patient flow management in a high-volume clinical setting

CLINICAL & SURGICAL BOOKING ADMINISTRATOR at Dr. Richard Di Lena, Urologist (2023-09 – 2024-11)

Maternity Leave Coverage

• Coordinated surgical bookings, specialist referrals, and clinical scheduling
• Managed physician calendars and patient communications across multiple platforms
• Implemented automated patient appointment reminder systems
• Handled all incoming and outgoing communication including phone, fax, and email
• Maintained accurate patient records using Accuro, OceanMD, Expanse, and VOIP systems
• Supported efficient clinic workflow and patient experience during a high-volume

DATA VERIFICATION – FINANCIAL AID OFFICER at CTS Canadian Career College (2024-12 – 2026-04)

• Transferred and audited student information across CRM and Google Drive systems
• Verified accuracy of admissions and financial documentation
• Supported implementation of new templates and workflow processes
• Assisted students with financial assistance preparation and documentation requirements
• Maintained compliance with ministry and institutional policies

INSTRUCTOR – MEDICAL OFFICE ADMINISTRATION PROGRAM at CTS Canadian Career College (2015-03 – 2023-09)

• Instructed and mentored cohorts of 10–30 students in medical office administration
• Developed and delivered curriculum related to: Medical Terminology, Anatomy & Physiology, OHIP Billing, Office Procedures, Medical Transcription
• Evaluated student performance and supported academic success

DIPLOMA in Medical Office Administration – CTS Canadian Career College