Administrative Assistant / Front Desk Reception
Join the EPIC Team
At EPIC Health and Movement, we believe healthcare is about more than treating symptoms—it's about building relationships, empowering patients through education, and working together to help people move, feel, and live better.
EPIC stands for Evidence-Based, Patient-Centered, Informative, and Collaborative care. These values guide everything we do, from the way we care for our patients to the way we support one another as a team.
We are looking for an enthusiastic, compassionate, and highly organized Administrative Assistant / Front Desk Receptionist who thrives in a fast-paced healthcare environment and enjoys being part of a close-knit team. This role is ideal for someone who genuinely enjoys helping people, learns quickly, takes initiative, and understands that every interaction contributes to an exceptional patient experience.
Position Summary
As the first point of contact for our clinic, you play an essential role in creating a welcoming, professional, and caring environment for every patient who walks through our doors.
Working closely with our Office Manager and clinical team, you will support the day-to-day operations of the clinic while ensuring patients receive outstanding service from their first phone call to their final visit.
Success in this role requires excellent communication skills, attention to detail, adaptability, and a willingness to jump in wherever needed to help the team succeed.
What We're Looking For
We are searching for someone who:
- Enjoys working with people and genuinely cares about providing an outstanding patient experience.
- Believes that teamwork is essential and enjoys supporting colleagues.
- Lives the values of Evidence-Based, Patient-Centered, Informative, and Collaborative care.
- Learns new systems and processes quickly.
- Takes initiative and looks for ways to improve efficiency.
- Communicates professionally and confidently with patients, practitioners, and community partners.
- Remains calm, organized, and positive in a busy environment.
- Is dependable, accountable, and takes pride in their work.
- Is comfortable adapting as our clinic continues to grow.
- Welcome patients and visitors in a friendly, professional manner.
- Create a positive first impression that reflects the EPIC culture.
- Answer incoming phone calls, emails, voicemails, and patient inquiries promptly and professionally.
- Schedule, modify, and coordinate appointments using Jane.
- Manage appointment reminders, recalls, cancellations, and waitlists.
- Process patient payments and assist with direct billing.
- Maintain patient confidentiality and privacy in accordance with clinic policies.
- Support daily clinic operations and practitioner schedules.
- Assist with Neurodevelopment, Concussion, and Biomechanical consultation scheduling.
- Upload patient records, reports, imaging, and documentation.
- Request medical records and supporting documentation when required.
- Assist practitioners with administrative needs.
- Perform end-of-day balancing and clinic closing procedures.
- Order office and clinical supplies.
- Help maintain an organized, clean, and welcoming reception area and treatment rooms.
- Midday light cleaning of the private bathrooms and vaccuming of the office.
- Participate in community outreach initiatives and clinic events.
- Support internal communication between practitioners and administration.
- Assist with special projects as the clinic continues to grow.
- Identify opportunities to improve clinic efficiency and patient experience.
- Contribute positively to a collaborative workplace culture.
- 1–2 years (or more) of experience in reception, administration, customer service, or a healthcare setting an asset.
- Experience working directly with patients, clients, or members of the public.
- Excellent interpersonal and communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and prioritize in a busy environment.
- Comfortable learning new software and technology quickly.
- Proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint).
- Professional telephone etiquette.
- Ability to work independently while also contributing as part of a team.
- Available to work every Saturday.
Experience with
- Jane Practice Management
- TELUS eClaims
- WSIB
- HCAI
- Medical terminology
- Healthcare administration
- High School Diploma or GED required.
- Post-secondary education in Office Administration, Medical Office Administration, Business, Healthcare Administration, or a related field is considered an asset.
At EPIC, we believe that a great workplace starts with great people. We are committed to fostering a culture where every team member is respected, supported, and encouraged to grow professionally.
We offer
- A collaborative and supportive multidisciplinary team.
- Meaningful work that positively impacts patients and families.
- Ongoing learning and professional development opportunities.
- A modern, evidence-informed healthcare environment.
- Opportunities to contribute ideas and help shape the future growth of the clinic.
- A workplace that values integrity, kindness, accountability, teamwork, and continuous improvement.
Pay: $18.50-$20.00 per hour
Benefits
- Flexible schedule
