Administrative Assistant – Patient Experience
Coldbrook Chiropractic, Coldbrook, NS
Full-Time | Approximately 35 Hours Per Week | $18.50
At Coldbrook Chiropractic, we're looking for an individual who genuinely enjoys working with people and takes pride in creating a positive experience for every patient who walks through our doors.
This role is about much more than answering phones and booking appointments. It's about helping people feel welcomed, supported, and cared for while keeping a busy clinic running smoothly behind the scenes.
We are a family-oriented chiropractic and massage clinic serving the Annapolis Valley.
Our patients range from newborn babies to seniors, and no two days are ever exactly the same.
We pride ourselves on creating an environment that is welcoming, relaxed, professional, and genuinely caring.
If you're looking for a quiet desk job where you'll spend most of your day working independently, this probably isn't the role for you.
If you enjoy connecting with people, solving problems, creating order from complexity, and helping things run smoothly behind the scenes, we'd love to hear from you. Details on how to apply are below.
About the Role
As the first point of contact for many of our patients, you'll play an vital role in shaping their experience with our clinic.
You'll be responsible for managing schedules, supporting patients, handling administrative tasks, processing payments, and helping ensure the clinic operates efficiently and professionally each day.
Just as importantly, you'll help set the emotional tone of the clinic. The way patients are welcomed, and supported has a lasting impact on their experience, and this role plays an important part in creating that environment.
This position supports both our chiropractic and massage therapy services.
Responsibilities Include
- Greeting and assisting patients
- Answering phones and responding to inquiries
- Scheduling and managing appointments
- Processing payments and billing
- Managing patient records and clinic paperwork
- Supporting massage therapy scheduling and billing
- Assisting with insurance-related administration
- Maintaining a clean, organized, professional clinic environment
- Collaborating with the clinical team to support daily operations
Success in This Role Looks Like
- Making patients feel welcomed, comfortable, and cared for from the moment they walk through the door.
- Understanding that every patient has their own story and treating people with kindness, respect, empathy, and professionalism.
- Helping set a positive, encouraging atmosphere and recognizing that the energy you bring contributes to the experience of both patients and teammates.
- Taking ownership of the daily schedule and helping ensure appointments are booked in a way that supports both patient needs and the smooth operation of the clinic.
- Taking pride in creating organized, efficient schedules and finding solutions when unexpected changes arise throughout the day.
- Using good judgment when navigating scheduling requests, balancing flexibility and exceptional service with practitioner availability and clinic flow.
- Understanding that being caring doesn't always mean saying yes and helping patients navigate scheduling limitations, clinic policies, fees, and expectations in a way that leaves them feeling respected and supported.
- Staying calm and focused when the phone is ringing, patients are arriving, appointments are changing, and priorities are shifting.
- Communicating effectively with people from all ages, stages, cultures, and backgrounds, while recognizing that language barriers or difficult life circumstances may require extra patience and understanding.
- Taking initiative and jumping in where needed without waiting to be asked.
- Supporting families and helping entertain children when needed so parents can focus on their appointments.
- Maintaining attention to detail while balancing multiple responsibilities.
- Receiving feedback with openness and a willingness to learn and grow.
- Bringing forward ideas and helping find solutions when challenges arise rather than simply identifying problems.
- Contributing to a workplace culture that is positive, respectful, supportive, and focused on moving forward.
Experience
Previous experience in administration, customer service, reception, healthcare, or office environments is considered an asset, but is not required.
Experience with Jane Patient Management software is considered a significant asset.
We are willing to train the right person because we believe character, attitude, judgment, and interpersonal skills matter just as much as experience.
Schedule
Monday to Thursday 8:30 AM – 6:00 PM
45-minute unpaid lunch break (1-1:45pm)
How to Apply
Please submit your resume and cover letter through Indeed.
In your cover letter, please tell us:
- Why this position interests you
- What qualities you possess that would help you succeed in this role
- What's a strength, talent, or "secret power" that isn't reflected on your resume but that you'd love to put to use in this role?
Applications without a cover letter will not be considered.
We appreciate all applications; however, only those selected for an interview will be contacted.
Pay: From $18.50 per hour
Work Location: In person
