Weekend Front Desk Administrator: Two Positions Available
About Us:
At TCMW, we are more than just a clinic, we are a vibrant, inclusive community dedicated to providing exceptional care and fostering the growth of our staff. Our mission is simple: To cultivate a sustainable, trustworthy clinic that nurtures meaningful connection and growth for both our therapists and our community.Job Overview
We're seeking a warm, proactive, and highly organized part time Patient Administration team member to be the welcoming face of our clinic. You’ll be the go-to person for patient interactions and play a key role in the patient experience.As the first point of contact for our patients, we’re looking for someone who’s a strong communicator, collaborative, and driven to contribute to our growing team.
Weekend Shifts: Two Positions Available
We are looking to welcome two new members to our administration team to provide front-desk and administrative support at the clinic on weekends beginning in September.
Morning Shift: 8:00 AM – 1:00 PM (Saturday & Sunday)
Evening Shift: 1:00 PM – 6:00 PM (Saturday & Sunday)
Key Responsibilities
Client Relations & Communication- Greet clients warmly as they arrive and ensure they feel comfortable and cared for
- Manage patient correspondence via email and phone, including handling inquiries, cancellations, and scheduling questions
- Tactfully manage minor conflicts; escalate complex issues to the Clinic Operations Manager as needed
- Monitor DMs and online engagement, flagging any questions or patient leads
- Provide feedback from the front lines on what patients are asking about or responding to
- escalate complex issues to the Patient Experience and Campaign Manager as needed
- Schedule patient appointments and coordinate therapists’ shifts
- Handle appointment rescheduling requests promptly and accurately
- Process billing for appointments via credit card and direct billing platforms
- Update and maintain accurate patient records, including insurance details and health history forms
- Maintain the general cleanliness and organization of the clinic (common areas, treatment rooms, front desk)
- Assist with laundry duties such as folding and re-stocking treatment rooms
- Receive laundry deliveries and ensure proper organization
- Work closely with the Clinic Operations Manager and Patient Experience Manager
- Provide general administrative support to the team as needed
- 1 to 2 years of experience in clinic administration (clinic/spa environment an asset)
- Excellent communication skills, friendly tone and professional writing
- Well organized and strong attention to detail
- Comfortable using or learning JaneApp and basic email or social media tools (Instagram, TikTok, YouTube)
- Experience working with direct billing: TELUS Health eClaims, Sun Life Financial, Greenshield
- Experience working with Google Drive
- Interest or experience in wellness, massage therapy, or community-based care is a bonus
- Consistent hours
- Opportunity to pick up additional hours based on clinic needs
- Special perks and benefits (ex: discounts and occasional free treatments) post probation
Pay: $18.00 per hour
Benefits
- Company events
