Job Description

Duties:

Greet and assist patients either on the telephone or as they arrive; ensure a lasting positive impression for them. Manage patient calls and inquiries about appointments, confirmations, amendments and cancellations. Effectively manage, update and accurately maintain patient database, scheduling appointments under appropriate therapist with correct fee rate and appointment type. Prepare intake forms dependant on type of client ie. Private/Motor Vehicle Accident, Physiotherapy/Massage etc... Responsible for optimizing the appointment schedule by ensuring the day is full, with limited gaps. Take payments from clients using POS system or cash, making change from Petty Cash. Balance Day-end receipts when closing the day. Send out patient invoices and statements by mail or email. Some A/R. Share the responsibility of pulling patient files for next day clients, for each Practitioner. Keep track of administrative office supplies. Ensure Entrance, Front Desk and Waiting Area are always clean, tidy and uncluttered. Prepare treatment rooms for next patient including sanitizing all surfaces.. Apply and remove modalities from patient ie. Heat, Ice, IFC, TENS (training provided) Laundry - wash, fold and put away. Daily sanitizing of general clinic surfaces and washing of floors. Escort patient to next available treatment room. Photocopy client medical notes when instructed and as instructed. Send requests by Fax or contact Practitioner office or Hospital for patient's diagnostic information. Periodically distribute Referral pads or flyers in the community. Follow established clinic policies.
Skills/Requirements

3-5 years in an administration/reception role. Experience in patient appointment scheduling. Detail-oriented and must be very reliable. Experience working in multi-disciplinary clinic environment is an asset. Excellent organizational and time management skills. Computer proficiency. Knowledge of "Clinicmaster" clinic based software is an asset. Ability to multi-task. Strong communication skills (both verbal and written). Must be a highly motivated with ability to work independently and as part of a team.
This is generally a very busy position which requires someone capable of managing multiple schedules, answering calls, greeting patients, accurately inputting information into the clinic software, taking payments, providing receipts and scheduling several appointments at a time, for each patient. It will be necessary to contact patients who have cancelled or missed appointments and also to reschedule patients if there has been a change to the therapists' availability. You will be on your feet a lot of the time running between the front desk and preparing treatment rooms for the next patient. All this to be done in a professional manner with a compassionate demeanor. Our clinic promotes health and wellness and is for the most part a commercially-fabricated, scent free environment. Privacy of our patient's personal information is paramount. By joining our team you will become part of our "family" where we laugh, enjoy working together and care about our patient's experience.

We thank all candidates for their interest; however, only candidates selected for interview will be contacted. We politely request no telephone calls please. Only emailed applications will be accepted.

Job Types: Full-time, Part-time

Pay: From $18.50 per hour

Benefits:

On-site parking
Education:

Secondary School (preferred)
Experience:

Front desk: 1 year (preferred) Administrative: 1 year (preferred)
Work Location: In person

Expected start date: 2025-10-14