Administrative Assistant

We are seeking a warm, professional, and detail-oriented Front Desk Receptionist / Patient Care Coordinator to join our team. As the first point of contact for our clinic, you will set the tone for our patient experience, managing daily appointments, client inquiries, and administrative workflows with accuracy and care.

Key Responsibilities

Patient Relations & Experience

• Warmly greet patients upon arrival, manage check-in/check-out processes, and ensure a smooth front-office flow.
• Answer incoming calls, respond to emails, and address patient inquiries regarding clinic services, pricing, and scheduling.
• Handle patient intake, collect demographic information, and ensure required consent and health history forms are completed accurately.

Scheduling & Administrative Operations

• Schedule, reschedule, and confirm appointments across multiple practitioners (Physiotherapists, Chiropractors, Massage Therapists, etc.).
• Optimally manage therapist schedules to minimize gaps and maintain efficient clinic operations.
• Maintain clean and organized physical and electronic filing systems in accordance with patient privacy regulations.
• Assist in keeping the reception area, waiting room, and treatment spaces neat and welcoming.

Billing & Health Insurance Processing

• Process patient payments via debit/credit and issue receipts.
• Submit direct insurance claims (extended health care, EHC, motor vehicle accidents/MVA)
• Verify insurance coverage and explain benefits/copays to patients clearly and empathetically.
• Manage daily end-of-day reconciliation and balance register transactions.

Qualifications & Requirements

• Experience: 1+ years of customer service or administrative experience (experience in a medical, physiotherapy, dental, or allied health clinic setting is strongly preferred).
• We are seeking a warm, professional, and detail-oriented Front Desk Receptionist / Patient Care Coordinator to join our team. As the first point of contact for our clinic, you will set the tone for our patient experience, managing daily appointments, client inquiries, and administrative workflows with accuracy and care.

Key Responsibilities

Patient Relations & Experience

• Warmly greet patients upon arrival, manage check-in/check-out processes, and ensure a smooth front-office flow.
• Answer incoming calls, respond to emails, and address patient inquiries regarding clinic services, pricing, and scheduling.
• Handle patient intake, collect demographic information, and ensure required consent and health history forms are completed accurately.

Scheduling & Administrative Operations

• Schedule, reschedule, and confirm appointments across multiple practitioners (Physiotherapists, Chiropractors, Massage Therapists, etc.).
• Optimally manage therapist schedules to minimize gaps and maintain efficient clinic operations.
• Maintain clean and organized physical and electronic filing systems in accordance with patient privacy regulations.
• Assist in keeping the reception area, waiting room, and treatment spaces neat and welcoming.

Billing & Health Insurance Processing

• Process patient payments via debit/credit and issue receipts.
• Submit direct insurance claims (extended health care, EHC, motor vehicle accidents/MVA, or workers' compensation claims like WCB/WSIB).
• Verify insurance coverage and explain benefits/copays to patients clearly and empathetically.
• Manage daily end-of-day reconciliation and balance register transactions.

Qualifications & Requirements

STRICT REQUIREMENT: Candidates must have direct experience handling Motor Vehicle Accident (MVA) claims, HCAI/insurance billing, and MVA patient onboarding. Please do not apply if you do not have hands-on experience with MVA documentation.

• Experience: 1+ years of customer service or administrative experience (experience in a medical, physiotherapy, dental, or allied health clinic setting is strongly preferred).
• Software: Experience with EMR/clinic management software (e.g., Jane App, EMR Advantage, Telus Health) is a strong asset.
• Communication: Outstanding verbal and written communication skills with a friendly, compassionate demeanor.
• Organization: Exceptional multi-tasking ability with high attention to detail in a fast-paced environment.
• Technical Skills: Proficient with computers, MS Office/Google Workspace, multi-line phone systems, and basic payment terminals.

Benefits & Perks

• Competitive wage based on experience
• Health & dental benefits [if applicable]
• Employee discounts on clinic services & products
• Paid time off and holidays
• Supportive, team-oriented work environment

How to Apply

Please submit your resume and a brief cover letter outlining your relevant experience and availability.

Pay: $18.00-$20.00 per hour

Expected hours: No more than 40.0 per week

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Vision care

Education:

• Secondary School (preferred)

Experience:

• Motor Vehicle Accident claims and MVA patient onboarding: 1 year (preferred)

Location:

• Brampton, ON L6W 3H4 (preferred)

Work Location: In person