Medical Office Assistant / Clinic Front Desk Coordinator
Power Physiotherapy & Massage Clinic is looking for a Medical Office Assistant / Clinic Front Desk Coordinator to help run the front end of our multidisciplinary clinic in Calgary.
This is not just a reception role. This person will help manage patient flow, scheduling, phone calls, insurance coordination, billing support, front desk systems, and day-to-day clinic operations.
Our patients often come to us in pain, discomfort, stress, or after injuries. The front desk sets the tone for their entire visit. We need someone who can make patients feel welcomed, respected, and properly guided from the moment they call or walk in.
Expected start date: July 14, 2026
What you will do:
- Greet patients warmly and professionally
- Answer phone calls promptly and respectfully
- Book, reschedule, confirm, and manage appointments
- Manage patient intake forms, consent forms, and required documentation
- Support direct billing and insurance claim submissions
- Communicate with insurance companies, adjusters, case managers, and third-party payers
- Follow up on missing information, approvals, claim issues, billing concerns, and pending bookings
- Handle payments, receipts, invoices, balances, and basic end-of-day reconciliation
- Manage missed calls, voicemails, emails, online bookings, cancellations, and no-shows
- Help maintain patient retention by supporting rebooking and follow-up
- Coordinate provider schedules and help keep patient flow moving smoothly
- Keep the reception area clean, organized, professional, and ready for the day
- Support opening and closing duties
- Help set up and maintain front desk systems, files, forms, workflows, and clinic processes
- Handle difficult conversations calmly and diplomatically
- Maintain patient confidentiality and handle health information professionally
What we are looking for:
- Experience in a medical, physiotherapy, chiropractic, massage, or multidisciplinary clinic setting
- Strong understanding of clinic front desk operations
- Experience with direct billing, insurance portals, adjusters, WCB, MVA claims, or third-party billing is strongly preferred
- Comfortable using EMR or clinic management software
- Juvonno experience is an asset, but training can be provided for the right person
- Strong phone manner and patient communication skills
- Ability to handle walk-ins, calls, providers, billing, and patient questions without losing professionalism
- Excellent follow-up and attention to detail
- Clean, organized, and professional presentation
- Dependable, punctual, and responsible work habits
- Ability to solve day-to-day problems instead of passing them along
The right fit:
You should be someone who notices what needs to be done and takes responsibility for it.
The right person should treat the clinic’s daily operational problems as their responsibility, not as someone else’s problem. If a patient is waiting, a call is ringing, an insurance claim is pending, a schedule has a gap, or paperwork is incomplete, you should care enough to act.
A patient should never feel ignored, rushed, or spoken to rudely. Even when a situation is difficult, we expect patience, respect, and good judgment.
We can train systems, but we cannot train attitude, ownership, patience, and respect.
Experience preferred:
- Medical office administration
- Physiotherapy, chiropractic, massage, or multidisciplinary clinic front desk
- Direct billing portals including Telus eClaims, Blue Cross, Canada Life, Sun Life, Manulife, Green Shield, or similar portals
- WCB, motor vehicle accident claims, and adjuster communication
- EMR or clinic software experience
- POS payments, invoicing, and basic daily reconciliation
- Patient rebooking, recall, and follow-up systems
Additional assets:
- English, Punjabi, Hindi, Urdu, or other additional languages
- Experience supporting Google reviews, patient feedback, basic clinic marketing, or referral tracking
- Ability to grow into a clinic office lead or clinic manager role
Job Types: Part-time, Permanent
Schedule: To be discussed based on clinic needs and candidate availability
Compensation: To be discussed based on experience and fit
How to apply:
Please apply with your resume and a short note telling us about your clinic administration experience, insurance billing experience, availability, and any EMR systems you have used.
Work Location: In person
Pay: $15.00-$20.00 per hour
Work Location: In person
