Administrative and Operations Coordinator

Administrative & Operations Coordinator — TBT Medical (Remote)

TBT Medical is a private, premium hormone and functional health practice serving patients across multiple provinces. We take a deliberate, long-term approach to care — our patients stay with us for months to years, and we've built our systems around that kind of sustained relationship.

As the practice grows, we're looking for someone who wants to help continue to build that, and bring real structure, accountability, and care to the role.

This isn't just a support position.

It's a foundational part of a practice that values clarity, professionalism, and genuine connection with the people we serve. As the face of a high-value medical program, you'll represent that same standard in every patient interaction.

This role matters to us, because whoever fills it becomes part of how our patients experience their care — and we want that to reflect the same standard we hold ourselves to. We're hoping to find someone we can genuinely build a lasting working relationship with, not just fill a position.

What you'll do

● Coordinate patient communications, appointment scheduling, and prescription/lab follow-up

● Keep records and internal systems accurate and current

● Communicate proactively — flagging issues before they become problems, not after

● Support the practitioner by handling routine matters independently and escalating what genuinely needs input

● Learn to anticipate what's needed and recognize different ways to support the practice — not just work through a fixed task list

Who we're looking for

● Conscientious and self-directed — you think a step ahead, not just 'is this done,' but 'what happens next, and does someone else need to know,' and you're comfortable working with real autonomy in a remote role

● Verification-minded — you confirm before reporting something as done

● A clear, direct communicator, especially when something hasn't gone to plan

● Experienced in a healthcare, clinic, or regulated medical administrative environment

● Polished and professional — comfortable representing a premium medical program to discerning patients

Requirements

Administrative/coordinator experience in healthcare or a regulated field, strong written communication, comfort with EMR/scheduling tools/AI platforms, ability to work independently and remotely.

Assets

Experience in telehealth, hormone therapy, or specialty medicine; billing/patient financial coordination experience.

This is a role with real autonomy and real responsibility. We're building something meant to last, and we want to build it with someone who plans to stay.

This isn't the right fit if...

...you only feel comfortable when every situation matches a written instruction exactly, and anything outside that feels overwhelming rather than something to think through or ask about. We have clear processes for routine work, but this role also needs someone who can use good judgment when a situation doesn't fit the process.

Job Type: Part-time/Full-time, Remote

Pay: CA$22-24 /hour

Please record a short video, under 2 minutes, using Zoom, YouTube, your phone or whatever platform works for you, explaining why you'd be a good fit for this role. Applications without a video will not be reviewed.

You can submit the video to: [email protected]

Pay: From $22.00 per hour

Expected hours: 10.0 – 20.0 per week

Benefits:

• Work from home

Application question(s):

• If you knew you were going to be away for a period of time, and you were responsible for booking your employer's appointments leading up to your absence, what would you think through before finalizing the schedule?
• You made a mistake that affects a patient — for example, you sent them wrong information or invoiced them incorrectly. Write the actual message you would send to your employer to tell them about it.
• A prospective patient emails asking why your pricing is higher than other clinics they've seen. Write the actual reply you would send them.

Work Location: Remote