Front Desk Coordinator / Appointment Coordinator
Ottawa Plastic Surgery
Part-Time | 2–3 Days per Week | Potential for Full-Time
Pay: CA$17.20–CA$25.00 per hour
Job Type: Part-time, with the possibility of increased hours or full-time employment
Schedule: 2–3 weekdays per week, with flexibility to provide coverage when needed
Work Location: In person
Join Ottawa’s Leading Plastic Surgery Clinic
Ottawa Plastic Surgery is a premier aesthetic and reconstructive surgery clinic known for exceptional patient care, unmatched expertise, and premium outcomes. We are seeking a warm, polished, detail-oriented Front Desk Coordinator / Appointment Coordinator to support our front office team and help provide an exceptional experience for every patient who walks through our doors or contacts our clinic.
This is an ideal role for someone who is professional, organized, confident on the phone, and enjoys creating a calm, welcoming, and elevated patient experience. The position will begin as 2–3 days per week and may grow into additional hours or a full-time role depending on clinic needs, performance, and fit.
This role may also provide coverage for team members who are away, assist during busier clinic days, and help support front desk and appointment coordination needs as they arise.
Job Summary
The Front Desk Coordinator / Appointment Coordinator serves as one of the first points of contact for patients and visitors. This role supports front desk operations, appointment scheduling, patient check-in and check-out, payment collection, lead tracking, and general administrative support.
The ideal candidate is friendly, polished, reliable, and proactive, with strong communication skills and the ability to stay organized in a busy clinical environment.
Key ResponsibilitiesFront Desk & Daily Operations
- Greet patients and visitors warmly and professionally upon arrival
- Answer incoming calls promptly, politely, and confidently
- Manage voicemails, email inquiries, and patient follow-ups
- Schedule consultations, follow-ups, and in-office appointments efficiently
- Send new patient paperwork and appointment confirmations
- Maintain a cancellation list and proactively assist with filling openings
- Ask new patients how they heard about the practice and record this information accurately
- Provide basic information about procedures to prospective patients
- Prepare charts and/or electronic medical records prior to appointments
- Ensure the reception area is clean, organized, stocked, and presentable
- Distribute mail, faxes, and deliveries as needed
- Assist with opening and closing the office according to protocol
- Provide coverage and support for front desk or administrative team members when needed
Patient Check-In & Check-Out
- Check patients in and assist with paperwork completion
- Ensure all forms and required signatures are completed before appointments
- Notify clinical staff when patients are ready to be seen
- Communicate delays to patients professionally and empathetically
- Collect and post payments, deposits, and procedure fees as required
- Schedule follow-up appointments as needed
- Maintain a calm, professional, and supportive experience for patients throughout their visit
Appointment Coordination & Client Experience
- Serve as a first point of contact by phone, email, and in person
- Provide high-touch patient support and address questions with professionalism
- Track inquiries and assist with timely follow-up
- Support consult booking and patient flow
- Maintain accurate patient records
- Collaborate closely with patient care coordinators, surgeons, nurses, and administrative staff
- Escalate patient concerns appropriately and in a timely manner
Compliance & Additional Duties
- Maintain strict patient confidentiality at all times
- Follow clinic policies, procedures, and privacy standards
- Attend staff meetings and trainings as required
- Support management, surgeons, and the administrative team with additional duties as needed
Qualifications & Education
- High school diploma or equivalent required
- Post-secondary education in administration, healthcare, business, or a related field is an asset
Experience
- Minimum 2 years of front desk, administrative, customer service, or appointment scheduling experience preferred
- Experience in a medical, aesthetic, hospitality, dental, spa, or luxury service environment is an asset
- Previous experience handling a busy phone line or managing appointment bookings is strongly preferred
Skills & Attributes
- Excellent spoken and written English is required
- French language skills are an asset
- Warm, professional, and polished communication style
- Strong attention to detail and organizational skills
- Comfortable answering phones and speaking with patients confidently
- Ability to multitask and remain calm in a busy environment
- Reliable, punctual, and flexible
- Tech-savvy and comfortable learning scheduling software, electronic medical records, CRM systems, and Microsoft Office
- Professional appearance and demeanor
- Proactive, team-oriented, and willing to support wherever needed
- Able to maintain confidentiality and use discretion in a medical setting
Position Details
Job Type: Part-time
Expected Hours: 2–3 days per week to start
Schedule: Weekdays, daytime hours; occasional additional coverage may be requested
Potential Growth: This position may lead to increased hours or full-time employment depending on clinic needs and performance
Work Location: In person at Ottawa Plastic Surgery
Benefits
- On-site parking
- Opportunity to grow within a leading aesthetic surgery practice
To Apply
To be considered for this position, please drop off your resume in person during office hours.
Online applications through Indeed are welcome; however, preference will be given to candidates who introduce themselves professionally in person.
Job Type: Full-time
Pay: $17.20-$25.00 per hour
Benefits:
- Dental care
- On-site parking
Application question(s):
- Describe the specific system or method you use to keep track of multiple tasks and deadlines so nothing gets missed. Give one real example from your last role.
Experience:
- Front desk: 2 years (required)
Work Location: In person
