We are looking for a friendly, organized, and dependable Administrative Front Desk Professional to join our wellness centre team. This position plays an important role in creating a welcoming experience for our clients while supporting the day-to-day operations of the clinic.
The ideal candidate is comfortable working in a busy environment, has excellent communication and multitasking skills, and takes initiative without needing constant direction.
Required Experience
Applicants must have:
- Previous administrative or front desk experience in a healthcare, wellness, physiotherapy, chiropractic, massage therapy, or similar clinical setting
- Experience using Jane App for scheduling, client management, invoicing, and payments
- Experience processing direct billing through insurance companies
- Knowledge of insurance portals, benefit verification, claim submission, coordination of benefits, and handling rejected claims
- Strong computer, telephone, and customer-service skills
Responsibilities
- Greet clients warmly and professionally
- Check clients in and out for appointments
- Schedule, confirm, reschedule, and cancel appointments using Jane App
- Answer telephone calls, emails, and general client inquiries
- Create and update client profiles while maintaining confidentiality
- Submit insurance claims and process direct billing
- Explain insurance balances and collect amounts not covered by insurance
- Process payments by debit, credit card, cash, or other approved methods
- Issue receipts and assist with basic billing questions
- Communicate with practitioners regarding scheduling or client concerns
- Maintain accurate appointment, payment, and insurance information
- Complete general office and administrative duties, including filing, scanning, data entry, and document preparation
- Monitor office and clinic inventory and advise management when supplies need to be reordered
- Receive, organize, and put away supply orders
- Complete clinic laundry, including washing, drying, folding, and restocking linens
- Perform light cleaning and help keep the reception area, treatment spaces, staff areas, and washrooms clean and organized
- Restock treatment rooms and common areas as needed
- Support practitioners and other team members with daily clinic operations
- Follow privacy, confidentiality, safety, and clinic policies
- Assist with opening and closing duties
- Take initiative to identify and complete tasks during quieter periods
Qualifications and Skills
- Professional, friendly, and confident when communicating with clients
- Excellent organizational and time-management skills
- Strong attention to detail, particularly when processing insurance claims and payments
- Able to multitask and prioritize in a busy clinic environment
- Dependable, punctual, and able to work both independently and as part of a team
- Comfortable handling sensitive and confidential information
- Calm and solution-focused when dealing with scheduling issues, insurance complications, or upset clients
- Willing to assist wherever needed and contribute to a positive workplace
- Able to complete light cleaning, laundry, stocking, and other physical tasks associated with clinic operations
To apply, please submit your résumé along with a brief cover letter outlining your experience with Jane App and direct insurance billing. Only applicants with the required experience will be considered.
Pay: $20.00-$24.00 per hour
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
Experience:
- Wellness Centre: 1 year (required)
Work Location: In person
