Clinic Administrator / Front Desk Receptionist

The Perfect Fit

A successful candidate will be a motivated individual who takes ownership of the front desk and ensures every patient feels valued from the moment they walk through the door. Our ideal candidate:

• Has a friendly, bubbly demeanor and thrives on personal interaction, both in-person and on the phone.
• Is reliable, highly organized, and remains calm under pressure in a fast-paced setting.
• Manage daily clinic operations, including patient experience, administrative workflows, and therapist schedules to optimize efficiency. Communicate effectively with practitioners and patients.
• Handle patient inquiries, resolve scheduling conflicts, and improve patient experience via phone or in person
• Handle filing, record keeping, and document management with attention to detail.
• Is tech-savvy, proficient with basic office software (Google Workspace/Microsoft Office), and able to learn new clinic management software quickly.
• Possesses excellent verbal and written communication skills.
• Understands the importance of maintaining strict confidentiality regarding patient information (PHIPA/PIPEDA compliance).
• Is able to accommodate flexible scheduling, including some evenings and weekends as required by clinic hours.
• Excellent organizational skills with the ability to multitask in a fast-paced environment.
• Has a minimum of 1 year of experience in a medical or physiotherapy clinic (strongly preferred).

Key Responsibilities

Your role is critical to the daily flow and energy of the clinic. Your duties will include:

• Patient Experience: Greeting patients, directing them to assessment/treatment rooms, and ensuring maximum client satisfaction through a high-quality service approach.
• Scheduling: Managing phone and email inquiries, booking, rescheduling, cancelling appointments, and confirming follow-ups efficiently using our EMR system (e.g., Juvonno/Jane).
• Billing & Financials: Processing private payments, retrieving insurance information, and submitting direct billing for Extended Health (e.g., Telus Health), WSIB, and MVA (Motor Vehicle Accident) claims.
• Administration: Completing end-of-day financial reconciliation, preparing patient charts, scanning/faxing documents, and tracking clinical supply inventory. Upload and manage documents within patient charts. Maintain accurate electronic records and ensure compliance with privacy regulations.
• Environment Management: Maintaining a clean, organized, and welcoming clinic aesthetic by ensuring shared spaces are exceptionally tidy and sanitized.
• Practitioner Support: Assisting our multidisciplinary team with miscellaneous administrative tasks to ensure they can focus fully on patient care.

Compensation and Perks

• Environment: A gorgeous, modern workspace with a highly supportive and collaborative team.
• Growth: Long-term growth and promotion opportunities within an expanding business.
• Perks: Paid onboarding, comprehensive training, company-sponsored team events, and on-site parking.

Application Information

Please submit your resume and a brief cover letter highlighting any specific administrative or medical office experience you have.

In your application, please include answers to the following questions:

• What is your highest level of education?
• What is your exact availability for this job (including evenings/weekends)?
• Do you have previous experience with Jane app system, WSIB, MVA, or extended health billing?

P.S. Attention to detail is critical for this role. If you read this entire posting, please send your resume to hr@encorephysiotherapy.ca with the subject line: "Clinic Admin Application – [Your Name]". Ensure your cover letter is in blue font and only apply through email. Applicants who follow this instruction will automatically be moved to the top of our review list!

Work Location: In person (Kitchener, ON)

Pay: $18.00-$20.00 per hour

Benefits

• On-site parking

Work Location: In person