Patient Experience Coordinator

Play On Pediatric Therapy; Ottawa; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player in pediatric therapy is seeking a dedicated Patient Experience Coordinator to enhance the clinic's welcoming atmosphere. This role is pivotal in ensuring families and therapists have a seamless experience, managing front desk operations, scheduling, and documentation with precision. The ideal candidate will thrive in a fast-paced environment, possess strong administrative skills, and have significant experience with JANE EMR. Join a fun and supportive team culture that values growth and adventure, where your contributions will make a real difference in the lives of children and families.

Benefits

Competitive hourly wage

Paid onboarding and orientation

Vacation pay & Statutory Holiday Pay

Professional Development opportunities

Opportunities for internal growth

Fun team culture with social events

Free on-site parking

Qualifications

• Minimum 1 year of experience in a busy healthcare or pediatric clinic setting.
• Strong working knowledge of JANE EMR is essential.

Responsibilities

• Manage a busy front desk, including appointment scheduling and communication.
• Support clinicians with administrative tasks and maintain a child-friendly environment.

Skills

Administrative Skills

Communication Skills

Multitasking

Attention to Detail

Tech-Savvy

Customer Service

Education

Experience in Healthcare Setting

Fluency in English

French Language Skills

Tools

JANE EMR

Google Suite

Job description

Play On Pediatric Therapy is a dynamic, women-led, multidisciplinary pediatric clinic in the heart of Barrhaven, ON. Our bright, beautiful 3,000 sq. ft. clinic features eight private treatment rooms, a cozy staff room, and our one-of-a-kind Super Special Fun Gym — complete with climbing walls, swings, and imaginative play spaces.

Our values — Family, Growth, and Adventure — shape everything we do. We are proud to offer exceptional care to children and families in a warm, inclusive environment, and we’re looking for an experienced Patient Experience Coordinator to join our team and help keep our front desk running smoothly.

Position Overview

The Patient Experience Coordinator is a key administrative role responsible for delivering a seamless, supportive, and efficient experience for families and therapists alike. We are looking for someone who is dependable and adaptable, who thrives in a fast-paced clinical setting, has strong administrative skills, and brings significant experience in a medical or allied health environment — ideally with JANE EMR. Must have the aptitude and skills to complete required tasks.

Key Responsibilities

• Serve as the welcoming face of the clinic, greeting families with warmth and professionalism
• Manage a busy front desk, including high call volumes, appointment scheduling, and email communication and text messages
• Track daily metrics
• Coordinate appointment bookings and waitlists for a multidisciplinary team
• Handle billing, payment processing, insurance receipts, and documentation
• Ensure accurate and timely use of JANE EMR for scheduling, communication, and charting
• Support clinicians with administrative tasks and follow-up with clients as needed
• Maintain a tidy, organized, and child-friendly clinic environment
• Participate in team meetings, events, and occasional community outreach

Requirements & Qualifications

• Minimum 1 year of experience in a busy healthcare, pediatric, or allied health clinic setting
• Strong working knowledge of JANE EMR — applicants with no prior JANE experience will not be considered
• Excellent verbal and written communication skills; clear, compassionate, and confident
• Proven ability to multitask, stay organized, and prioritize under pressure
• High attention to detail and accuracy in data entry and documentation
• Tech-savvy and comfortable with email systems, digital forms, and Google Suite
• Collaborative team player with a proactive, can-do attitude, must be self-motivated and show initiative
• Comfortable working with children and families of all abilities
• Fluent in English; French is highly desirable
• Available for both daytime and evening shifts, Monday–Friday (some flexibility required) and possibly Saturdays
• Must be a Canadian citizen or permanent resident
• Must live locally and be available to work in-office only

What We Offer

• Competitive hourly wage based on experience
• Paid onboarding and orientation
• Vacation pay & Statutory Holiday Pay
• Professional Development opportunities
• Opportunities for internal growth and mentorship
• Fun, supportive team culture with regular social and wellness events
• Free on-site parking

If you’re an experienced front desk professional who’s comfortable with JANE EMR, loves working with families, and wants to be part of a passionate pediatric team — we’d love to hear from you!

To apply, please submit your resume and a brief cover letter outlining your experience with JANE and busy clinic settings and reasons why you would be a good fit for our clinic. Please send your resume and cover letter to [e-mail] between the hours of 5:00-9:00 p.m. EST.