Office Administrator / Receptionist

Propel Physiotherapy; Toronto; On-site; CAD 40,000 - 60,000; Full time

Job summary

A multi-disciplinary clinic in Toronto is seeking a dedicated Office Administrator / Receptionist to manage appointment bookings and billing. The ideal candidate will have experience in customer service, possess strong communication skills, and be proficient in Microsoft Office Suite. This full-time position offers a competitive wage, benefits, and opportunities for training and mentorship. Candidates must be comfortable working with clients with disabilities and in a fast-paced environment.

Benefits

Competitive wage

Benefits

Vacation time

Qualifications

• Experience with reception duties and scheduling.
• Healthcare clinic experience is an asset.
• Excellent telephone etiquette and clear communication.

Responsibilities

• Book appointments and greet clients.
• Complete billing and follow up on invoices.
• Assist in marketing tasks and engage with clients.

Skills

Reception duties experience

Excellent communication skills

Customer service experience

Strong computer literacy

Education

Post-Secondary education in related field

Tools

MS Office Suite (Outlook, Word, Excel)

Billing software

Job description

Overview

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 organized 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 specialize 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.

Responsibilities

• 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 organization professionally and positively.
• Book client appointments with various professionals via phone, email, and in-person, and 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, and google reviews etc.
• Engage with clients with trauma and disabilities; be cognizant of varying client interactions and excited by the opportunity to make an impact in their road to recovery
• Demonstrate excellent communication skills, both written and verbal, and maintain organizational, time-management, and attention to detail in a busy environment
• Be tech savvy, learn and work with multiple computer programs, and be proactive in planning ahead
• Collaborate with coworkers, build professional relationships, and support a team-oriented culture
• Work in a permanent, full-time capacity with typical hours Monday to Friday, some weekends, and occasional early mornings; ability to support multiple clinics (Peterborough, Pickering, Etobicoke) and occasional remote work or flex hours
• Enjoy a competitive wage with benefits and vacation time

Qualifications

• Experience with reception duties and scheduling in an office administrator, receptionist, or similar role
• Experience in a healthcare/physiotherapy clinic environment is an asset; preference for experience supporting patient benefits and insurance
• Experience in customer/client-facing roles over the phone and in person; healthcare setting experience preferred
• Excellent telephone etiquette and clear communication
• Strong computer literacy; 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 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'll 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.