Administrative Assistant/physiotherapy Assistant

2 weeks ago

Nanaimo, Canada Harbour City Physiotherapy Ltd. Full time

**Job Summary**:
Harbour City Physiotherapy Ltd. - Hand to Shoulder Centre is looking for a permanent administrative assistant/physiotherapy assistant to join our clinic. This role is essential in supporting the administrative functions of our clinic, ensuring smooth operations and high-quality patient care. Please note that the majority of the duties will be administrative in nature - the small portion of the job that falls under physiotherapy assistant are described below.

**Work schedule**:
Mondays: 9:15am - approximately 4:45pm*

Tuesdays: 7:15am - approximately 1:45pm*

Wednesdays: 8:15am - approximately 1:45pm*

Thursdays: 7:15am - approximately 1:45pm*

Alternating Fridays**: 9:15am - approximately 4:45pm*
- *exact end time will depend on when last client leaves the clinic - some days may be 30min earlier or 15min later_
- **scheduled Friday’s off may be adjusted but typically 2 per month_

**Key Responsibilities**:

- Greet clients on the phone and in person in a warm and professional manner
- Answer client’s questions and take messages for therapist
- Schedule appointments over the phone and manage the triaged waitlist and therapist schedule as directed
- Process extended healthcare billings, receive payments, invoice insurance including WorksafeBC
- Perform administrative tasks such as faxing to physicians and scanning confidential documents to client files to maintain accurate clinical records
- Support therapist and ensure smooth client flow by performing assistant duties such as removal of heat/cold packs, taking modalities off clients, assisting clients with paraffin wax bath, as instructed by therapist
- Address client inquiries and provide information about our services
- Disinfect treatment rooms and equipment after each appointment
- Light cleaning duties to ensure clinic is clean, organized and presentable at all times
- Communicate with therapist and third-party insurers
- Folding laundry and restocking treatment rooms
- Reconcile books at the end of the day to ensure invoicing was completed/submittedInventory checks and updating in computer
- Perform opening and closing procedures
- Inventory checks and updating in computer
- Uphold high standards of professionalism, ethics, and confidentiality in all interactions with staff and clients
- Friendly, mature, professional, and compassionate demeanor
- High school diploma or equivalent
- Comfortable and capable doing basic tasks using Microsoft office (Excel, Word, OneNote, Outlook)
- Experience with Jane Software an asset, although training is available
- Experience with direct billing to WorksafeBC programs and other insurers an asset
- Professional attitude and appearance
- Excellent verbal and written communication skills in English
- Strong organizational skills
- Strong customer service skills and telephone etiquette
- Able to work with difficult clients and resolve conflicts
- Able to multitask
- Able to work independently (after training period) and also comfortable seeking solutions to challenges that arise, from owner
- Reliable and punctual

**How to Apply**:

- **Please do not phone the clinic or drop into the clinic.**

**Job Type**: Permanent

Pay: $19.00-$21.00 per hour

Expected hours: 26 - 34 per week

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday
- No weekends

Work Location: In person

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