Patient Care Coordinator

Job Summary
We are seeking a professional and organized Front Desk Receptionist to join our team at Sage Naturopathic Clinic. Sage is a multi-disciplinary clinic with 4 locations including Oakville, Etobicoke, Cambridge and Kitchener. This position is for the Oakville location. The ideal candidate will serve as the first point of contact for visitors and callers, providing exceptional customer service while managing administrative tasks efficiently. This role requires strong communication skills, proficiency with office software, and the ability to handle multiple responsibilities in a fast-paced environment. Experience in medical or dental offices is an asset. The successful candidate will contribute to maintaining a welcoming atmosphere and ensuring smooth office operations.

Responsibilities
Greet visitors and clients warmly, ensuring a positive first impression
Answer multi-line phone systems promptly and professionally, directing calls as needed
Manage appointment scheduling and confirmations using office software such as Jane App or other EMRs.

Support practitioners with patient tasks to ensure efficient workflow
Patient communication via in-person, phone and email (answering patient questions re: clinic services, practitioners, prices, etc.)
Book new and existing patients, sending appointment reminders, managing waitlist, reviewing the upcoming schedules and filling gaps.

Ensuring referrals have been received when appropriate
Following up on chatbot inquires and external referrals (MDs, NPs, NDs).

Collect payment (via Jane, terminal and direct billing), explaining insurance copay, follow up on outstanding balancesInventory management (requesting restocks, inventory counts, expiry date management, reviewing discrepancies)
Financial support (credit card reconciliation, accounts payable invoice review, monthly sales reports)
Event planning (team social events, team training)
Cleaning and laundry (treatment rooms and common areas, taking out garbage)
Marketing (designing promotional posters, bi-weekly patient newsletters, coordinating road signage, external advertising)
Clinic supplies management (cleaning products, paper supplies)
Qualifications
Customer service and sales experience is an asset
Proven experience in office administration or clerical roles; medical or dental office experience is advantageous
Strong computer skills with proficiency in Microsoft Office (Word, Excel), Google Workspace, and data entry applications
Familiarity with multi-line phone systems and front desk operations
Excellent organizational skills with attention to detail
Exceptional customer service skills with professional phone etiquette
Ability to handle multiple tasks simultaneously while maintaining a positive attitude
Comfortability with technological support is an asset
Availability
Monday - Friday: 9-5
Training begins mid-August for a September start.

This position offers an opportunity to be an integral part of a professional team dedicated to providing outstanding patient care in a welcoming environment.

Please include the code care@123 in the top left corner of your cover letter.

Pay: $40,000.00 per year
Benefits:
Company events
On-site parking
Work Location: In person