Full Time Receptionist

**Job Title**: Patient Care Coordinator/ Receptionist
**Location**: ALTA Spine and Sports Therapy
**Position Type**: Full-time

**About Us**:
At ALTA Spine & Sports Therapy, we're a modern and multidisciplinary clinic located in Waterdown, striving to provide the community with supportive wellness-based care that focuses on thorough assessment, pain relief, optimal performance care, and lasting results.

Our mission is to offer patient-centered care so you can keep doing what matters most to you. We utilize a holistic approach involving patient education, manual techniques, acupuncture, modalities for pain relief, exercise prescription, and concussion management. Plus, we make sure everyone's experience here is warm and welcoming by emphasizing wellness, empowering our patients, and providing exceptional care to everyone.

ALTA Spine & Sports Therapy is run by Taryn and Kevin Brownell, who met in 2015 at their chiropractic school (CMCC). They recently got married in 2022 and shortly after, opened the clinic to make their dream come true. Both Taryn and Kevin foster a healthy lifestyle for themselves and hope to provide guidance and care so patients can thrive too.

**Job Summary**:
As a Patient Care Coordinator at ALTA, you will be the first point of contact for our patients and visitors. Your role is crucial in ensuring a positive experience for everyone who enters our clinic. You will manage various administrative tasks while maintaining a warm and welcoming environment. You will be the face of our clinic

**Key Responsibilities**:
1. **Greeting and Welcoming Patients**:

- Warmly greet patients and visitors as they arrive at the clinic.
- Provide excellent customer service by addressing inquiries and concerns in a friendly and professional manner.

2. **Scheduling Appointments**:

- Use the clinic's scheduling software, Jane, to book, confirm, reschedule, or cancel appointments for both new and returning patients.
- Coordinate with the staff to ensure a seamless schedule.
- Call patients if they are late for appointments or no-show and reschedule them.
- Follow up/check-in with patients who have not been in for over 3-4 weeks to remind them to book in (Jane has a feature for this).
- Maintain clear and concise communication with patients regarding appointments, billing, and general clinic information.

4. **Patient Registration and Check-in**:

- Assist new patients with completing registration forms and gathering necessary information.
- Verify insurance information and update patient records as needed.
- Ensure waivers are signed for contrast therapy (ahead of time online or in person on paper) and that clients have a towel.

5. **Billing and Payment Processing**:

- Process payments, issue receipts, and assist in resolving billing inquiries—direct billing with insurance companies through Jane App.
- Coordinate with the billing department to ensure accurate invoicing.

6. **Maintaining Clinic/Treatment Rooms/Fire and Ice Room**:

- Keep the reception area/clinic clean, organized, and well-stocked with informational materials.
- Ensure a comfortable and inviting atmosphere for patients.
- Check small garbage cans in treatment rooms at the end of the shift and empty if needed. Small cleaning tasks such as vacuuming 1-2x a week.
- Ensure cleaning supplies for the fire and ice room are stocked (disinfectant and cloths).

7. **Managing Medical Records**:

- Safely and confidentially handle patient records, ensuring compliance with privacy regulations.
- Retrieve and file medical records as requested.

8. **Coordinating with Clinic Staff**:

- Communicate with the clinic staff to ensure seamless patient care.
- Help wipe down tables and assist patients off electrical modalities/air relax pants.
- Relay important information to the appropriate team members. Follow up with staff regarding certain patient cases, updated imaging (x-rays, MRI etc.), medical referrals, MVA Claims and all other pressing patient related updates that may arise.

9. **Handling Administrative Tasks**:

- Perform general administrative duties such as data entry, filing, and organizing documents.
- Assist with ordering office supplies and managing inventory.
- Scan documents and consent forms for patients (mainly chiropractic and massage).

**Qualifications**:

- High school diploma or equivalent; additional education or certification in healthcare administration is a plus.
- Proven experience in a customer service or receptionist role.
- Familiarity with medical terminology and procedures is preferred.
- Strong communication skills, both verbal and written.
- Proficient in using scheduling software, MS Office Suite, and basic computer skills.
- Exceptional organizational and multitasking abilities.
- Ability to maintain a friendly and professional demeanour under pressure.

**Benefits**:

- **Work in a Supportive Team Environment** - Collaborate with chiropractors, physiotherapists, and massage therapists.
- **Beautiful, Modern Clinic