Position Overview
We are looking for a motivated, organized, and personable office administrator to join our busy, well-established wellness clinic offering chiropractic and massage therapy.
This is a unique hybrid position combining front-desk reception, administrative support, insurance billing, and marketing. The successful candidate will play an important role in creating an exceptional patient experience while helping the clinic maintain a consistent and effective marketing presence.
We are looking for someone who is equally comfortable welcoming patients, answering phones, managing appointments, processing insurance, filing, managing ongoing claims, as well as creating engaging marketing content.
Key Responsibilities
Front Desk & Office Administration
- Greet patients and provide exceptional, welcoming customer service.
- Answer phones, emails, faxes, and patient inquiries professionally.
- Book, confirm, and manage patient appointments and practitioner schedules.
- Check patients in and out and process payments and insurance claims.
- Maintain accurate patient information, records, and documentation with confidentiality and accuracy
- Manage administrative tasks and support the day-to-day operations of the clinic.
- Maintain an organized, professional reception area.
- Administer and coordinate Motor Vehicle Accident (MVA) patient files, including intake, required forms, billing, authorizations, documentation, follow-ups, and communication with patients, treating professionals, and insurers/adjusters.
- Communicate professionally with patients, practitioners, insurers, accident adjusters, etc.
Technology & Office Systems
- Use clinic/practice management and electronic health record systems.
- Process electronic insurance billing and work with insurance adjusters following government regulated Motor Vehicle Accident protocols.
- Use Microsoft Office, and familiar with scheduling and communication systems.
- Utilize social media, Canva or similar design platforms, website and email marketing tools.
Marketing & Social Media
- Our office is looking at improving our marketing and social media footprint.
- Assist with implementing a consistent marketing strategy aligned with the clinic's goals and brand.
- Manage and maintain a social media and content calendar, creating engaging educational, promotional, and community-focused content.
- Create and coordinate photos, videos, graphics, reels, stories, and other content.
- Support website, email, social media, community initiatives, and promotional campaigns.
- Monitor engagement and identify opportunities to grow patient awareness, referrals, community connections, and clinic visibility.
- Help develop relationships and marketing opportunities with local businesses, organizations, and community groups.
Qualifications
- Previous reception or administrative experience; experience in a Chiropractic, Massage, Physiotherapy or health-care setting is an asset.
- Strong computer skills and ability to learn new software quickly.
- Excellent communication, customer service, and interpersonal skills.
- Strong attention to detail, organization, and time management.
- Ability to manage multiple priorities in a busy environment.
- Professional, friendly, reliable, and patient-focused.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Comfortable working independently while contributing positively to a team.
- Experience or training in marketing, communications, digital marketing, social media, or a related field is an asset.
The Ideal Candidate
We are looking for someone who can wear two hats exceptionally well.
At the front desk, you are organized, professional, welcoming, accurate, and patient-focused. From a marketing perspective, you are creative, digitally confident, proactive, and able to turn ideas into practical content and campaigns.
Pay: $19.00-$26.00 per hour
Expected hours: 30.0 – 40.0 per week
Work Location: In person
