Patient Care Coordinator

Dr. Daiana Castleman, ND is an established Naturopathic Doctor entering an exciting new chapter, relocating to a brand-new clinic space in September 2026. The team is growing, and we are looking for hands-on reception support to grow with us.

Our team of Naturopathic Doctors provides patient-centred, evidence-informed care to a loyal patient community. As the first voice patients hear and the first face they see, our receptionist is central to the warm, professional experience our clinic is known for.

The Role
We are looking for an organized, personable, and dependable receptionist to run our front desk. You will be the hub of the clinic — managing the schedules of multiple practitioners, welcoming patients, handling payments and insurance receipts, and keeping daily operations running smoothly.

This is an in-person role at our clinic location: 700 Dorval Drive, Oakville, Ontario, L6K 3V3.

What We're Looking For
One or more years of reception, administrative, or customer-service experience. Medical, dental, allied health, or wellness clinic experience is a strong asset
Experience with Jane or a comparable clinic booking or EMR system is an asset (training provided)
Experience with QuickBooks or a comparable system is an asset (training provided)
Warm, professional communication in person, by phone, and in writing
Strong organizational skills and calm multitasking during busy clinic hours
Comfort handling payments and issuing insurance receipts accurately
Discretion and reliability — you will handle sensitive health information daily
Tech-savvy and confident learning new software quickly, from booking systems and payment terminals to AI tools such as ChatGPT or Claude that help draft communications and streamline admin work
An interest in naturopathic and integrative health is a bonus
Key Responsibilities
PATIENT EXPERIENCE & FRONT DESK
Greet and check in patients, creating a welcoming, calm, and professional first impression
Answer phones, respond to emails and booking inquiries, and manage the clinic's general inbox
Communicate wait times, guide new patients through intake, and ensure forms are completed
SCHEDULING & PRACTITIONER SUPPORT
Manage appointment booking, rescheduling, cancellations, and waitlists for multiple practitioners using Jane, our practice management software
Optimize practitioner schedules and send appointment reminders and recall notices
Coordinate room usage and daily clinic flow
BILLING & PAYMENTS
Process payments and issue accurate receipts for patients' extended health insurance claims
Reconcile the daily cash-out and flag discrepancies
Manage payment plans, packages, and gift card redemptions
DISPENSARY & INVENTORY
Assist patients with supplement pick-ups and dispensary purchases
Monitor stock levels, receive orders, and assist with inventory counts
ADMINISTRATION & PRIVACY
Maintain accurate patient records and handle all personal health information confidentially, in accordance with PHIPA
Support new-patient onboarding, chart requests, and records transfers
General office duties: supplies, mail, and tidiness of reception and common areas
Pay: $25.00-$28.00 per hour
Work Location: In person