Medical Office Assistant

Onyx Beauty Lab; Kelowna; On-site; CAD 28,000 - 36,000; Part time

Job summary

Onyx Beauty Lab in Kelowna, BC is seeking a part-time Medical Office Assistant to join our on-site clinic. You will greet patients, check in/out, answer calls, schedule appointments, verify patient information, and support clinicians with basic administrative tasks.

You will maintain electronic medical records (EMR), prepare treatment rooms, manage inventory, and help ensure privacy and clinic policies are followed.

Qualifications

• Candidates must be fluent in English and able to communicate professionally.
• Strong phone etiquette and interpersonal communication skills.
• Experience with appointment scheduling and booking systems; Zenoti EMR is a bonus.
• Knowledge of medical aesthetics treatments supports accurate documentation.
• Administrative skills including data entry and recordkeeping in healthcare settings.
• Ability to maintain confidentiality and follow privacy standards.
• On-site availability in Kelowna, BC.

Responsibilities

• Greet patients and manage check-in/check-out procedures with a professional, welcoming presence.
• Answer phones, respond to inquiries, and schedule/confirm appointments.
• Verify patient information and assist clinicians with administrative tasks.
• Update and maintain electronic medical records; prepare treatment rooms.
• Support clinic policies and privacy standards; coordinate follow-up visits.
• Assist with basic inventory and contribute to smooth clinic workflow.

Skills

Fluent English

Phone etiquette

Appointment scheduling

EMR/Zenoti familiarity

Medical aesthetics knowledge

Administrative skills

Data entry/recordkeeping

Confidentiality

Education

Medical Office Administration certificate/diploma

Job description

Company Description

Onyx Beauty Lab is a modern medical aesthetics practice dedicated to delivering safe, evidence-based treatments and personalized client care. The team combines clinical expertise with a focus on comfort, education, and transparent communication to help patients feel confident in their treatment choices. The clinic emphasizes high-quality service standards, hygienic procedures, and a welcoming environment for clients and team members alike. Onyx Beauty Lab values professionalism, collaboration, and continuous learning to keep pace with advances in medical aesthetics.

Role Description

The Medical Office Assistant is a part-time, on-site position based in Kelowna, BC. This role supports day-to-day clinic operations by greeting patients, managing check-in and check-out procedures, and maintaining a professional, welcoming reception area. Daily responsibilities include answering phones, responding to inquiries, scheduling and confirming appointments, verifying patient information, and assisting with treatment and skincare questions when applicable. The Medical Office Assistant will update and maintain electronic medical records, support clinicians with administrative tasks, prepare treatment rooms, and help ensure that clinic policies and privacy standards are followed. This role also involves coordinating follow-up visits, managing basic inventory, and contributing to a smooth, efficient workflow across the clinic.

Qualifications

• Candidates must be fully fluent in English.
• Candidates should possess strong Phone Etiquette and interpersonal communication skills to manage patient calls and in-person inquiries professionally.
• Candidates should possess Appointment Scheduling skills and experience working with booking systems or electronic calendars to coordinate client visits accurately. Experience with Zenoti EMR is a bonus!
• Candidates should possess knowledge of Medical Aesthetics Treatmentsto support accurate documentation and effective communication with clinical staff.
• Candidates should possess Administrativr skills, including data entry, recordkeeping, and handling forms in a healthcare or professional office setting.
• Additional beneficial qualifications include prior experience in a medical or aesthetic clinic, familiarity with electronic medical record (EMR) systems, strong organizational skills, attention to detail, and the ability to maintain confidentiality.
• A relevant certificate or diploma in Medical Office Administration or a related field is preferred, along with the ability to work on-site in Kelowna, BC.