Women’s Care Concierge
Milestone Menopause Centre of Southern Alberta
Calgary, Alberta
Part-Time to Full-Time | Permanent | In-Person
Calm Confidence From The First Hello.
About Milestone
At Milestone Menopause Centre of Southern Alberta, we are creating a new standard in menopause and midlife health care.
Milestone is a purpose-built Centre designed to support women through one of the most important transitions in their health. Our model of care is evidence-based, comprehensive, personalized, and grounded in the belief that women deserve to feel heard, informed, supported, and confident in their care.
We are building a Women’s Health Centre where every touchpoint matters.
From the first phone call to the moment a woman arrives, moves through her visit, and leaves our Centre, our goal is to create an experience that feels calm, clear, coordinated, and thoughtful.
Our philosophy is simple:
Medicine with excellence. Hospitality with intention.
We believe care extends beyond prescriptions and appointments. It includes how women are welcomed, how clearly information is communicated, how privacy is protected, and how supported they feel throughout every interaction.
This is not a conveyor-belt clinic. We protect appointment quality, human connection, and thoughtful care while maintaining operational excellence, professionalism, and warmth.
About the Role
The Women’s Care Concierge is the front line of trust at Milestone.
You are often the first and last point of connection for the women we serve and play an important role in shaping their experience of care.
This is not a traditional reception role.
This position blends hospitality, patient experience, scheduling, operational coordination, communication, and financial stewardship within a specialized women’s health environment.
You will greet women and visitors, support clinic flow, manage incoming communication, coordinate scheduling, maintain accurate information, process payments for uninsured services, and help ensure every woman leaves feeling informed, cared for, and confident in her next steps.
Women arrive at Milestone with different personalities, experiences, emotions, expectations, and communication styles. Your ability to remain calm, organized, warm, professional, adaptable, and emotionally intelligent helps create the foundation for trust.
This role reports directly to the Director of Experience & Operations and functions within a collaborative clinical and operational leadership environment with ongoing support, coaching, and workflow development.
Understanding the Milestone Model
Milestone blends publicly funded physician care with thoughtfully designed uninsured services, programs, education, and collaborative care pathways intended to better support women through menopause and midlife.
Clear, confident, and professional communication around these care pathways is an important part of helping women feel informed, supported, and comfortable navigating their care experience.
The successful candidate will receive ongoing training and support to confidently understand and communicate Milestone’s model of care, workflows, services, and patient experience standards.
We encourage applicants to review our website to better understand the type of experience and care environment we are building.
What Is Established & What Is Evolving
What is established:
Our clinical philosophy
Experience and hospitality standards
Professional expectations
Privacy and confidentiality practices
How we show up for women and each other
What is evolving:
As an early-stage specialty Centre, some workflows, systems, and operational processes are still actively being refined and strengthened as we grow.
Improvements are structured, documented, trained, and aligned - not improvised.
The right candidate embraces learning, welcomes coaching, and helps strengthen systems while maintaining professionalism and consistency.
Non-Negotiable Standards
How We Work Here
We confirm next steps before the interaction ends
We protect privacy and dignity
We use clear processes, aligned communication, and structured workflows
We remain calm and professional under pressure
We do not guess; we clarify and escalate appropriately
We maintain exceptional accuracy
We follow through on commitments
We communicate respectfully and honestly
We continuously improve while maintaining consistency
Core Responsibilities
Patient Experience & Hospitality
Create a calm, welcoming, hospitality-driven experience for women, visitors, providers, and team members
Greet women warmly and professionally upon arrival and departure
Help women feel informed, oriented, and supported throughout their visit
Maintain a polished and welcoming front-of-house environment
Anticipate needs and help create a seamless experience
Support emotionally sensitive interactions with calm professionalism
Protect privacy and dignity throughout all interactions
Communication
Answer phone calls and respond to inquiries with warmth, clarity, professionalism, and discretion
Monitor and support timely communication through calls, messages, and patient inquiries
Route clinical questions appropriately to physicians and clinical teams
Communicate scheduling changes and delays clearly and respectfully
Help ensure women never feel lost within the system
Scheduling & Coordination
Schedule appointments accurately and efficiently
Support appointment changes, cancellations, and rebooking needs
Confirm forms, instructions, and appointment readiness before visits
Coordinate with physicians, nurses, and allied health teams to support smooth patient flow
Protect clean handoffs and clear communication between teams
AVA EMR & Administrative Support
Utilize AVA EMR to support scheduling, chart management, communication, administrative tasks, and patient coordination
Maintain accurate patient information and chart organization
Support physicians and team members with administrative needs connected to patient care
Ensure documentation and follow-up tasks are completed according to clinic process
Financial Stewardship & Concierge Services
At Milestone, payment and administrative processes are considered part of the care experience.
Women entrust us with sensitive information, financial transactions, and vulnerable moments. Creating a seamless and respectful experience through these interactions is an important extension of trust and care.
Responsibilities include:
Support polished and seamless arrival and departure experiences for uninsured services and Centre programs
Support check-in and check-out processes with warmth, discretion, and professionalism
Collect, process, and reconcile payments accurately and confidently
Securely collect and maintain payment information according to clinic policies and privacy standards
Process invoices, receipts, deposits, balances, and payment documentation with exceptional accuracy
Support payment-related questions clearly and professionallyIdentify discrepancies promptly and escalate concerns appropriately
Help deliver a “medicine meets hospitality” experience from arrival through departure
Follow-Through & Continuous Improvement
Complete follow-ups and open tasks within expected timelines
Use established workflows, communication standards, and clinic processes consistently
Participate in workflow improvements and training updates
Apply feedback quickly and professionally
Help strengthen systems as Milestone continues to grow
Who You Are
You are naturally warm, calm, organized, and people-focused.
You understand that the person welcoming women into a healthcare environment plays a meaningful role in how safe, supported, and cared for they feel.
You likely thrive in this role if you are:
Warm, empathetic, and professional
Highly organized and detail-oriented
Calm and composed during busy or emotionally sensitive moments
Comfortable managing multiple priorities and interruptions
Emotionally intelligent and solutions-oriented
Comfortable with technology and learning new systems
Discreet with sensitive information
Accountable and dependable
Coachable and improvement-oriented
You understand that hospitality lives in the details.
You recognize that greeting someone warmly, helping someone feel less overwhelmed, creating a smooth check-in process, or processing a payment accurately all contribute to how women experience care.
You understand that operational excellence and hospitality are not separate from medicine - they are part of it.
Experience & Qualifications
We care deeply about professionalism, mindset, execution, and values alignment.
Required
Strong written and verbal communication skills
Exceptional attention to detail and follow-through
Comfort using structured systems and processes
Ability to stay calm and organized under pressure
Strong computer and technology skills
Commitment to privacy and professionalism
Experience That Translates Well
Concierge, hospitality, or guest experience environments
Luxury service, boutique retail, wellness, or client experience roles
Executive assistant or high-touch administrative support roles
Roles requiring discretion, warmth, polish, and exceptional follow-through
Experience supporting emotionally sensitive or high-trust client interactions
Helpful but Not Required
Women’s health or specialty clinic experience
Payment processing or financial coordination experience
Why Join Milestone
Help build a new standard in menopause care
Work in a beautiful, purpose-built Centre
Be part of a thoughtful and mission-driven team
Help shape hospitality and patient experience standards from the beginning
Meaningfully impact how women experience care during an important stage of life
Grow alongside a Centre designed around excellence
Position Details
Position Type: Part-Time with a path to Full-Time, Permanent
Compensation: Aligned with experience and responsibilities
Expected Hours: Approximately 15-20 hours/week to start, with the intention of growing into a full-time role as the Centre continues to expand
Schedule: Weekday availability required
Start Date: As soon as possible, with flexibility for the right candidate
Location: In person - Calgary, Alberta
Benefits
Health Spending Account
On-site parking
How to Apply
Please submit:
Resume
Brief cover letter
Response to the following question:
Application Question
Women arrive at Milestone with different needs, personalities, emotions, and expectations.
Imagine it is a busy morning at the Centre. One woman has arrived early and is visibly anxious. Another has been waiting longer than expected and is becoming frustrated. The phone is ringing, a provider is running behind, and a third woman is ready to check out and needs clear next steps before she leaves.
There is no perfect answer and we are not looking for a medical response. Walk us through how you would steady the experience in that moment.
Who do you support first, what do you say, what do you do quietly behind the scenes, and how do you keep the bigger picture in mind for every woman in the Centre?
Please email applications to: [email protected]
Subject line:
Women’s Care Concierge Application
Milestone Menopause Centre is committed to building a respectful and inclusive workplace and welcomes candidates with diverse experiences and backgrounds. We hire based on professionalism, capability, values alignment, and effort.
We are genuinely grateful to all candidates who take the time to apply. Due to the volume of applications, only those selected to move forward in the hiring process will be contacted.
Expected hours: 15.0 – 40.0 per week
Benefits:
- Extended health care
- On-site parking
Work Location: In person
