Office & Patient Care Coordinator
Location: Calgary, AB
Position Type: Full-Time, Permanent
Hours: Monday – Friday, 8:30 AM – 4:30 PM (37.5 hours/week, includes a 30-minute unpaid lunch break)
Wage: $17.00 – $21.00 / hour (Depending on experience)
Job Overview
We are a boutique, patient-focused clinic looking for an organized, welcoming, and detail-oriented Office & Patient Care Coordinator to manage our daily front-of-house operations. In this role, you will be the heart of our office—acting as the primary point of contact for patients and ensuring our daily schedule, documentation, and office workflows run flawlessly.
This position is perfect for an administrative professional or a high-end customer service representative who loves organization, thrives in a small-business team environment, and takes pride in providing an exceptional patient experience.
Key Responsibilities
- Patient Journey Management: Warmly greet patients, manage seamless check-in/check-out processes, and ensure the waiting and front desk areas are immaculate and welcoming.
- Insurance & Financial Coordination: Manage patient invoicing and insurance billing processes accurately. Submit and track insurance predeterminations and preauthorizations, and act as the primary liaison communicating directly with insurance companies on behalf of patients to resolve coverage queries and claims issues.
- Schedule Coordination: Oversee the clinic scheduling grid, booking appointments efficiently and routing patient requests accurately to the clinical team.
- Office Administration: Maintain accurate electronic and paper patient files, handle data entry, and manage logistics such as the clinic's patient parking validation system.
- Communication & Correspondence: Manage the multi-line phone system, document detailed messages, and handle professional clinic email correspondence.
- Operational Support: Track office and clinic supplies, place inventory orders as needed, stock inventory and coordinate everyday administrative workflows to keep the practice running smoothly.
Skills & Qualifications
- Experience: 1–3 years of experience in an administrative office, medical/dental front desk, or premium customer service/hospitality role.
- Communication: Exceptional verbal and written communication skills with a polished, professional phone etiquette.
- Tech Literacy: Strong comfort learning and navigating computer software (DOMx preferred), scheduling grids, and standard office tools (MS Office/Google Workspace).
- Detail-Oriented: A sharp eye for accuracy when typing patient data, managing files, and checking daily schedules.
- Reliability: Highly dependable and punctual, with a strong commitment to keeping a consistent Monday-to-Friday schedule.
Pay: $17.00-$21.00 per hour
Application question(s):
- Are you fully available Monday through Friday from 8:30 AM to 4:30 PM?
- Are you confident learning new dental or database scheduling software on your own?
Experience:
- Customer service: 2 years (required)
- Microsoft Office: 2 years (required)
Work Location: In person
