About Us
We're a thriving multidisciplinary wellness clinic in Surrey offering Physiotherapy, Massage therapy, Chiropractic care, Acupuncture, and related services to our community. Our team includes 20+ passionate practitioners dedicated to exceptional patient care. We're looking for an experienced Clinic Coordinator to join us as the operational leader who will ensure our clinic runs smoothly, efficiently, and continues to grow.
The Opportunity
This isn't your typical "maintain the status quo" management role. We need a builder – someone who thrives on creating systems, solving problems, and taking ownership of daily operations while our ownership team focuses on strategic growth.
You'll have real autonomy to move ideas & decisions into action, implement improvements, and shape how our clinic operates. If you're someone who gets energized by identifying gaps and building solutions, this role is for you.
What You'll Do
Operations Management (Your Primary Focus)
- Oversee all daily clinic operations ensuring smooth workflow and exceptional patient experience
- Manage and track ICBC, WorkSafeBC and extended health insurance claims along with their billing and compliance requirements
- Coordinate scheduling across multiple practitioners and treatment modalities
- Develop, document, and implement standard operating procedures (SOPs) where gaps exist
- Manage facility maintenance, equipment, supplies, and inventory
- Monitor operational metrics and drive continuous improvements
Team Leadership & Front Desk Management
- Hire, train, and onboard Medical Office Assistants (MOAs)
- Supervise front desk operations including scheduling, billing, and patient communications
- Build strong relationships with 20+ practitioners across a range of disciplines
- Serve as the go-to person for day-to-day practitioner and staff needs
- Foster a collaborative and inclusive clinic culture
- Provide coaching and performance feedback to your team
- Organize and implement team lunch and learns, professional development opportunities and social events
Administrative Excellence
- Master and optimize our practice management software (Jane App)
- Oversee direct billing to insurance providers, ICBC, WorkSafeBC and private payees
- Create organized documentation systems and processes
- Handle patient concerns and complaints with professionalism
What You Bring
Required Experience
- 2–4 years in clinic management or healthcare administration (multidisciplinary clinic strongly preferred)
- ICBC and WorkSafeBC billing experience
- Jane App experience
Technical Skills
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Sheets, Docs, Forms, etc.)
- AI-proficient – comfortable using AI tools to increase efficiency
- Tech-savvy and quick to adopt new tools and systems
Core Competencies (These Make or Break Success in This Role)
- Self-starter with "doer" mentality – you don't wait to be told what to do; you see what needs doing and do it
- Exceptional organizational skills – you create structure from chaos and build sustainable systems
- Problem-solver – you think critically, troubleshoot independently, and implement solutions
- Inquisitive - you ask questions for clarity and understanding and are not afraid to probe deeper or ask difficult questions.
- People person – you build genuine relationships and motivate diverse teams. Maintain a patient-centric focus and help maintain boundaries and rules when necessary
- Adaptable & flexible – you thrive in dynamic environments and pivot when needed
- Highly accountable – you follow through on commitments consistently and take responsibility
- Motivated & driven – you proactively seek improvements without being asked
- Strong communicator – clear, professional communication with everyone from practitioners to patients
- Detail-oriented – accuracy matters, especially with billing and compliance
Nice to Have:
- Social media or marketing experience
Job Types: Full-time, Part-time, Permanent
Pay: $19.00-$24.00 per hour
Benefits:
- Flexible schedule
- On-site parking
Work Location: In person
