Clinic Operations Coordinator
About Us
We are a physician-led medical office specializing in a long-term, personalized approach to in-office procedures, patient care, and patient education. Our office focuses on collaborative, multi-disciplinary care and deeply values humility, high standards, and teamwork as core elements of our workplace culture.
What We Are Looking For
This role provides front-end administrative leadership and workflow coordination, serving as the central engine of our patient experience and daily office schedule. The incumbent directly manages front desk operations, phone lines, patient bookings, intake procedures, and inventory tracking. The position exists to bring stability, consistency, fast-paced responsiveness, and quiet, dependable execution to our patient intake and schedule flow.
The Person We Are Looking For
This position is best suited to someone who is customer-obsessed, highly organized, and thrives in a fast-paced front-office environment. You notice the details, excel at multi-tasking without losing focus, and take pride in managing a clean, efficient schedule. You are exceptional on the phone, welcoming in person, and comfortable converting patient inquiries into confirmed appointments.
If you love creating efficient workflows, providing a polished patient experience, and keeping daily clinic operations running like clockwork, this role is for you.
Key Responsibilities
1. Patient Experience & Front Desk Mastery
- Deliver a welcoming, high-touch experience for all patients from arrival to checkout, maintaining a clean, polished, and professional reception area.
- Serve as the primary manager of incoming phone lines, patient emails, and web inquiries, providing clear, empathetic, and knowledgeable information about clinic procedures.
- Enforce communication SLAs: answer incoming calls live, return all voicemails same-day, and respond to web/email inquiries within two business hours to ensure high patient satisfaction and booking conversion.
- Handle patient inquiries, scheduling conflicts, and service questions with tact, discretion, and sound judgment.
2. Schedule Optimization & Calendar Management
- Manage and optimize practitioner daily schedules to maximize clinical efficiency, reduce gaps, and maintain smooth patient flow.
- Coordinate patient appointment bookings, follow-ups, reminder systems, and cancellations/reschedules.
- Manage seasonal schedule adjustments, clinic closures, and practitioner time-off requests within the scheduling system.
- Monitor daily patient wait times and coordinate real-time updates with the clinical team to keep appointments running on schedule.
3. Administrative Systems & Inventory Ownership
- Own clinic inventory management for reception and treatment rooms, tracking par levels, placing vendor orders, and completing monthly inventory reconciliations.
- Maintain organized digital patient files, intake forms, and records in full compliance with healthcare privacy regulations (e.g., PIPA/HIPAA).
- Maintain and update front-office Standard Operating Procedures (SOPs) to keep administrative workflows consistent.
- Assist with basic administrative bookkeeping, including processing daily client payments, invoicing, and balancing end-of-day register/EOD reports.
Qualifications
Education & Experience
- Education: Diploma or degree in office administration, healthcare administration, or a related field (or equivalent practical experience).
- Work Experience: 2+ years of experience in a front-desk, medical reception, or administrative coordinator role—preferably in a private medical practice, cosmetic dermatology clinic, dental office, or premium service environment.
- Systems & Software: Hands-on experience with medical scheduling and practice management EMR software (Jane App experience is a strong asset) and Microsoft Office.
Core Competencies & Skills
- Phone & Communication Excellence: Exceptional verbal and written communication skills with a confident, warm, and professional phone manner.
- Inquiry Conversion: Proven ability to manage high-volume inquiry pipelines and convert prospect inquiries into confirmed patient bookings.
- Schedule Control: Strong organizational skills with a proven track record of managing complex practitioner schedules and patient flows.
- Inventory & Detail Focus: Experience tracking inventory, ordering supplies, and performing regular stock reconciliations.
Personal Attributes & Requirements
- Professional Attributes: High degree of discretion, punctuality, strong problem-solving skills, and a calm demeanor under pressure.
- Schedule & Background: Available Tuesday through Saturday during standard business hours; clean criminal record check required.
What We Offer
- Compensation: $26.00 – $31.00 / hour, commensurate with experience.
- Work-Life Balance: Consistent Sunday and Monday off every week.
- Work Environment: A warm, supportive, stable, and professional workplace culture.
- Benefits: Comprehensive health and dental benefits, including paid time off for eligible full-time employees.
- Growth: Opportunities for ongoing training and professional development.
How to Apply
Please submit your current resume and a cover letter outlining your relevant experience in front-desk administration, phone inquiries, schedule management, and client service, along with why you believe you would be an excellent fit for our clinic.
Pay: $26.00-$31.00 per hour
Benefits:
- Dental care
- On-site parking
- RRSP match
Work Location: In person
