Office Administrator / Receptionist

Propel Physiotherapy; Toronto; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading physiotherapy clinic in Ontario is seeking an Office Administrator/Receptionist to manage client appointments and billing. The ideal candidate has reception experience, preferably in a healthcare setting, and strong client engagement skills. This full-time position offers opportunities for growth, flexible working hours, and a supportive team environment.

Benefits

Competitive wage

Opportunities for growth

Supportive team environment

Flexible working hours

Qualifications

• Experience in an office administrator, receptionist, or similar role.
• Experience in a healthcare/physiotherapy clinic environment is an asset.
• Personal or work experience with individuals with disabilities or injuries.

Responsibilities

• Book client appointments and greet clients.
• Complete billing and follow up on invoices.
• Perform screening and intake questionnaires.
• Disinfect high-contact areas.

Skills

Reception duties and scheduling

Customer service

Telephone etiquette

Computer literacy

Understanding of billing processes

Engaging with clients

Education

Post-secondary education in a related field

Tools

MS Office Suite

Billing software

Job description

Job Overview

Dynamic position with a close-knit team; be part of a growing team!

Opportunity to help clients with a wide array of abilities; be part of a person's rehabilitation and recovery journey.

Permanent, full-time opportunity.

Autonomy and opportunities for growth and development.

Location: Etobicoke, M9C 4Z5

Making a difference for people who live with chronic pain, neurological issues, and complex injuries requires more than the same old treatments, day in and day out. We believe that if you really want to help people live a life transformed, more meaningful, and pain‑free, you need to provide a whole therapeutic experience: from a comfortable atmosphere to customized and integrated treatment plans, everything needs to stay client‑focused. Keeping all of this organised and running smoothly requires patience, dedication, and a commitment to supporting our clients. If that sounds like you, then we want to hear from you! We’re Propel Physiotherapy, an open‑concept multi‑disciplinary clinic that offers unparalleled comfort and quality services. We’ve got a range of professionals – everyone from Registered Massage Therapists to Physiotherapists, Mindfulness coaches and more – we treat every client as an individual with specific needs and challenges. We specialise in complex orthopaedic and neurological injuries and take pride in offering a continuum of treatment options that few other clinics can match. Our clinics in Etobicoke and Pickering share their space with other occupational therapists, social workers, case managers, and chiropractors. Due to growth, we’re looking for a new Office Administrator / Receptionist to help manage the day‑to‑day of our clinic so people can feel, work, and live better.

Office Administrator / Receptionist

Reporting to the Office Manager and Clinic Manager, you’ll join our close‑knit front office team, supporting with a variety of tasks like booking appointments, billing, engaging with clients, and following our COVID‑19 protocols. As the face of our clinic, you’ll represent our organisation professionally and positively.

Responsibilities

• Book client appointments with various professionals via phone, email and in‑person, greet clients and engage with them upon arrival and departure.
• Complete billing, follow up on invoices, and examine any anomalies with client, insurance or benefit paperwork to ensure consistency.
• Work with the team to set up invoicing and point‑of‑sales service system (POS).
• Perform screening and intake questionnaires.
• Complete in‑house laundry duties and disinfect high‑contact areas.
• Connect with previous clients via phone and email to check‑in and determine if any future appointments can be booked.
• Present information clearly to clients and complete light marketing duties like client follow‑ups and warm win‑back calls.
• Participate in education sessions and collaborate with team members.
• Assist in storing, managing and archiving files, copying and distributing reports, and faxing/scanning documentation.
• Carry out marketing tasks set out by our digital strategist, including social media, Google reviews, etc.

Working with Propel Physiotherapy: This is a permanent position, with full‑time hours. You’ll typically work in the clinic Mondays to Fridays, with some weekends and the odd early morning as necessary. During your working hours, you will also support and communicate with all of our clinics which include locations in Peterborough, Pickering and Etobicoke. There is flexibility to work remotely on occasion and flex hours, ensuring the clinic’s needs are met. You’ll earn a competitive wage, commensurate with experience, benefits and vacation time. Our Etobicoke and Pickering clinics have an open‑gym concept with both private rooms and treatment stations. We offer a safe working environment with pandemic safety measures and procedures firmly in place. Our team is cohesive, we have an upbeat and positive work environment, and we support one another. Our focus is on collaboration, not competition. Teamwork and mentorship are at the heart of our culture, which means you’ll have opportunities to learn, advance/grow and make great working relationships that will last.

Qualifications

• Experience with reception duties and scheduling in an office administrator, receptionist, or similar role.
• Experience working within a similar healthcare/physiotherapy clinic environment is considered an asset. Preference will be given to those with experience supporting patient benefits and insurance needs.
• Experience in a customer/client‑facing role, engaging with customers or clients over the phone and in‑person, preferably in a healthcare setting though not required.
• Excellent telephone etiquette and experience communicating clearly with clients.
• Strong computer literacy, and proficiency with MS Office Suite (Outlook, Word, Excel, etc.).
• Personal or work experience working with individuals with disabilities or injuries.
• Experience using billing software for processing client payments.
• Post‑secondary education in a related field is an asset.

How to Apply

Our online application will give you the option to apply to this role as a complete person – not just a resume. The application will assess your qualifications, personality traits and workplace preferences, and should take 10 to 15 minutes to complete. After submitting, you will receive an email inviting you to log in and view your assessment results. We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please contact us with the “Help” button in the application. If this position is offered to you, training and mentorship will come on a variety of forms. Some will be online, virtually, or over the phone. On some occasions, we’ll require the candidate to travel to our Etobicoke clinic to get trained in person. We will work together with the candidate’s schedule to ensure they are well‑supported. We will review applications as they are received and look forward to hearing from you.