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Front Desk Lead

7 months ago

Victoria, Canada Glow Integrative Clinic Full time

Glow Integrative Clinic is a multi-disciplinary health clinic located in Oak Bay, BC. Glow serves the community in a collaborative way through multiple modalities, including acupuncture, registered massage therapy, counselling, nutrition, pelvic health physiotherapy, and naturopathic medicine. With an interest in women’s health across the lifespan, we are passionate about supporting stress and nervous system regulation, hormonal balancing, and digestion.

We are looking for a Front Desk Lead to join our team. This is an on-site, full-time position (up to 40 hours per week). Roles and responsibilities for this position are as follows:
**Administrative & Leadership Support**:This role is responsible for supporting administrative and operational duties related to day-to-day clinic management alongside clinic owners. These duties include:

- Front desk and administrative operations: supporting the creation and implementation of front desk and administrative protocols in collaboration with clinic management.
- Supporting the use of Jane as the booking/billing/charting software within the clinic: this includes supporting the daily maintenance of the program.
- Inventory: maintaining product inventory through Jane, as well as updating pricing as needed and ordering stock when inventory is low.
- Insurance: setting up direct billing insurance through Telus, Pacific Blue Cross, Sun Life, MSP, and ICBC for new practitioners.
- Clinician and team member onboarding: supporting the onboarding and orientation of new team members in regards to administration and Jane.
- Training and support: working with new administrative team members to support their orientation and training.
- Oversee other front desk team members: in addition to training and onboarding new administrative team members, this also includes the coordination of the front desk team’s scheduling, timesheet completion, and delegation of projects for the front desk team.

**Front Desk Support**:This role is responsible for providing front desk support for the clinic. These duties include:

- Open/close the clinic at the start or end of the day to ensure it is ready for patients and team members.
- Provide a customer-oriented approach that warmly invites patients in, supports them with any questions, booking, and billing.
- Direct bill to insurance companies as needed. Receive and document payments from insurance companies in Jane.
- Support clinicians with administrative needs (i.e. sending off labs, reports, scanning, and follow-up).
- Support the clinic laundry through the day.
- Provide general tidying of the clinic and watering of plants as needed.

**Content Creation**: This role also provides writing and content creation to communication outlets including:

- Provide writing support for website updates, newsletters and social media in collaboration with clinic owners and other team members.

**Qualifications and Skills**
- Previous experience in an administrative role with clinical experience is ideal.
- Proficiency with word processing programs.
- Experience with JaneApp, ConvertKit, Squarespace, Canva, and Instagram is an asset.
- Excellent communication abilities, including both written and verbal.
- Strong interpersonal skills with the ability to support other team members and patients.
- Ability to make decisions and take initiative, as part of managing a complex and varied workload.
- Strong ability to take initiative, problem-solve and approach new experiences with flexibility, creativity, and grace.
- Ability to work as part of a team, as well as independently.
- Ability to multi-task, remaining organized and detail-oriented.
- Capacity to maintain confidentiality of medical information.

The foundation of Glow is a team approach to care. We are dedicated to cultivating a supportive team environment that fosters growth, support, and collaboration. Each team member, both clinical and operational, has access to:

- Regular team in-service meetings
- Condition-specific protocol summaries as well as patient handouts and resources
- Team building and staff events.

This position includes paid vacation and sick time and access to treatments within the clinic.

Pay: From $22.00 per hour

Expected hours: 40 per week

**Benefits**:

- Company events
- On-site parking
- Paid time off
- Store discount
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Monday to Friday

Ability to Relocate:

- Victoria, BC V8R 5G9: Relocate before starting work (required)

Work Location: In person