Lead Reception Flow Coordinator

Medcan; Collingwood; On-site; CAD 48,000 - 66,000; Full time

Benefits offered by this job

Travel for training

Job summary

Medcan in Collingwood is seeking a Lead Reception and Flow Coordinator to oversee front desk operations, coordinate patient flow, and support daily clinic activities. You will ensure high standards of client service and collaborate with clinic staff to maximize value during visits.

The role requires flexibility for weekday, Saturday, and Sunday shifts, and includes travel to Oakville for initial two-week training and occasional sessions.

Qualifications

• Minimum 2 years of experience in reception, client service, healthcare, hospitality or clinic operations.
• Previous lead/supervisory or coordinator experience is a strong asset.
• Experience in premium service environments (hotel/spa/privatized healthcare) is an asset.
• Strong client service excellence and experience management understood.
• Ability to manage multiple priorities in a fast-paced setting.
• Strong communication and organizational skills; team-oriented.

Responsibilities

• Own day-to-day front desk operations and ensure consistent service delivery.
• Oversee clinic flow and client throughput for efficiency and satisfaction.
• Monitor wait times, client satisfaction, and retail performance.
• Collaborate with Director on local growth and operational priorities.
• Identify retail opportunities and enhance client experience.
• Assist with scheduling optimization and inventory planning.
• Provide admin support to Director and act as on-site lead in absence of leaders.
• Maintain professional client interactions and service recovery as needed.

Skills

Customer service

Communication

Organization

Time management

Problem-solving

Team collaboration

MS Office

Education

Healthcare / business admin / hospitality education asset

Tools

Microsoft Office

Job description

Are you passionate about helping people live their healthiest lives? Do you thrive in a dynamic, supportive environment where your contributions truly matter? If so, Medcan is the place for you!

This job is for a current vacancy.

Medcan is recruiting for a Lead Reception and Flow Coordinator at our Collingwood location. This role is ideal for a highly organized, service-oriented professional who thrives in a fast-paced environment and is passionate about delivering exceptional client experiences. As the face of the clinic, the Lead Reception and Flow Coordinator is responsible for overseeing front desk operations, coordinating patient flow, supporting day-to-day clinic activities, and ensuring the highest standards of client service are consistently achieved.

This role serves as a key operational partner at the site, working closely with the Director and clinic team to optimize client flow, support business growth initiatives, drive retail opportunities, and maintain efficient clinic operations.

This position is stationed at Medcan’s Collingwood location – Collingwood: 40 Huron Street, Unit #202.

What You’ll Do :

• Welcome and greet clients, guide them throughout their visit, and check clients in and out of appointments.
• Provide exceptional, personalized customer service and create memorable client experiences.
• Coordinate and monitor patient flow to ensure appointments run efficiently and service standards are maintained.
• Manage wait times proactively and keep clients informed regarding appointment schedules.
• Process payments for appointments, products, and services accurately.
• Coordinate with practitioners and clinic staff to ensure clients receive maximum value during their visit.
• Escort clients and patients to and from treatment rooms and waiting areas as required.
• Make appointment reminder calls and assist with scheduling support.
• Maintain client lounge areas, including refreshments and overall presentation.
• Address client inquiries, concerns, and service recovery situations in a professional and timely manner.
• Support administrative and physician-related activities as required.
• Complete opening and closing procedures, including preparation for the following day.
• Ensure compliance with Medcan service standards, policies, and performance metrics.

Leadership & Operational Responsibilities

• Own the day-to-day front desk operations and ensure consistency in service delivery standards.
• Oversee clinic flow and client throughput to optimize efficiency, provider utilization, and overall client experience.
• Monitor and maintain accountability for key operational metrics, including wait times, client satisfaction, retail performance, and clinic throughput.
• Partner with the Director to support local business growth initiatives and operational priorities.
• Collaborate with the clinic team to identify and maximize retail sales opportunities and enhance the client experience.
• Support scheduling optimization to improve client access and provider productivity.Manage inventory ordering, procurement, and stock levels to ensure clinic readiness and minimize shortages.
• Provide administrative support to the Director as needed to support smooth site operations.
• Act as the on‑site operational lead in the absence of the Director and Physician Lead, supporting decision‑making and ensuring continuity of operations.
• Resolve operational challenges and elevate issues appropriately while maintaining a positive client experience.
• Foster strong working relationships across clinical and administrative teams to support integrated service delivery.

The Requirements

• Full availability for weekday, Saturday, and Sunday shifts.
• Minimum 2 years of experience in a reception, client service, healthcare, hospitality, or clinic operations environment.
• Previous experience in a lead, senior, supervisory, or coordinator capacity is considered a strong asset.
• Four-star hotel, luxury spa, private healthcare, or premium service experience is an asset.
• Strong understanding of client service excellence and experience management.
• Demonstrated ability to coordinate multiple priorities in a fast-paced environment.
• Exceptional verbal and written communication skills.
• Strong organizational, time management, and problem‑solving abilities.
• Proven ability to work collaboratively and build strong relationships across teams.
• Intermediate proficiency with Microsoft Office applications.
• Experience supporting operational metrics, scheduling, inventory management, or retail processes is an asset.
• Education in healthcare, business administration, hospitality, or a related discipline is an asset.
• Ability to travel to Oakville for the initial two‑week training program and occasional training thereafter.

This is a full-time, permanent position requiring flexibility to work weekday, Saturday, and Sunday shifts as needed. The successful candidate must be able to travel to Medcan Oakville ( 2275 Upper Middle Road East, Suite 501, Oakville, ON L6H 0C3) for the initial two-week training program and participate in occasional training sessions thereafter.

Position Pay Range

$47,831.00 - $65,767.25 CAD annually

Pay will be determined based on an analysis of the selected candidate's experience and qualifications within the role's compensation grade. Medcan's compensation ranges are determined by a combination of required qualifications and skills, market value, and internal equity. The above range pertains solely to the base compensation and is not inclusive of additional compensation details such as perks, benefits, and potential bonuses or incentives.

Notice to Candidates: Recruitment Fraud

Please note that Medcan will never request any form of payment from candidates at any stage of the recruitment or hiring process. In addition, Medcan does not utilize third‑party immigration consultants or recruitment agents to conduct offers of employment on our behalf. Employment contracts are shared directly by members of the Medcan Talent Acquisition or Human Resources team using official Medcan email domains.

If you receive a request for payment or are contacted by an individual or organization claiming to represent Medcan that appears suspicious, please do not respond or share personal information. Instead, we encourage you to contact us directly at [e-mail] to verify the legitimacy of the communication.

Diversity, Equity and Accessibility:

Medcan is dedicated to equity, diversity and inclusion. We strive to ensure all stakeholders have a fair opportunity to participate in our community. If contacted for an opportunity, please advise your Talent Acquisition contact should you require accommodation.

AI Use Disclosure – Opportunities at Medcan

Medcan uses artificial intelligence (AI) tools to support the screening and assessment of applicants for opportunities as part of a fair, transparent, and inclusive process. These tools assist our team but do not make final decisions. All decisions are reviewed and made by our teams to ensure fairness and alignment with Medcan’s values. If you have questions about how your application is assessed, please contact the Medcan Talent Acquisition team at [e-mail].