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Front Desk Administrator

2 weeks ago

Ottawa, Canada TheraTouch Physiotherapy Full time

**Front Desk Administrator at TheraTouch Physiotherapy**

Are you a detail-oriented, personable, and organized professional looking to make a meaningful impact in a healthcare setting?

**About Us**:
TheraTouch Physiotherapy is dedicated to providing exceptional physiotherapy services to a diverse patient population in Ottawa. We are renowned for our outstanding patient care, exceptional customer service, and unwavering commitment to promoting patient well-being and satisfaction.

**Role Description**:
We are seeking a passionate and dedicated Front Desk Administrator who is committed to upholding and further enhancing our clinic’s excellent reputation. This position provides an excellent opportunity for professional growth and career advancement in a supportive, friendly, comfortable, and dynamic environment. As the first point of contact for our patients, you will play a crucial role in ensuring every interaction is warm, professional, positive, and aligned with our high standards of service, while contributing to the smooth and seamless day-to-day operations of the clinic.

**Key Responsibilities**:

- Be the welcoming face and voice of TheraTouch Physiotherapy, greeting patients warmly and ensuring their visit begins on a positive note.
- Coordinate patient arrivals, schedule and manage appointments, handle paperwork, and maintain the clinic’s calendar using clinic management software.
- Collaborate with clinic staff to coordinate patient care and address administrative needs, serving as a vital link between patients and physiotherapists to ensure seamless communication and efficient care delivery.
- Confidently address inquiries, providing clear, courteous explanations of our services, policies, and procedures, while emphasizing the value of physiotherapy and its long-term health benefits.
- Reassure potential patients by helping them understand how our services can support their health goals, enhancing their well-being, and improving their quality of life.
- Process payments, manage insurance estimates, submit insurance claims, and maintain accurate patient records.
- Troubleshoot basic IT issues and support efficient use of clinic software, ensuring smooth operations and data integrity.
- Support clinic growth initiatives, such as engaging with patients about promotions or services, and assist with light marketing tasks.
- Maintain a professional, courteous demeanour when addressing concerns or questions, ensuring every patient feels valued.
- Ensure database accuracy and organization, maintaining confidentiality, privacy, and compliance with privacy regulations.
- Exhibit strong attention to detail when managing and updating records to avoid errors and ensure data integrity.

**Qualifications and Competencies**:

- Applicants must reside in Ottawa and surrounding areas and be legally eligible to work in Canada. **(This is an in-person position only.)**:

- Secondary School or equivalent (higher education is a plus).
- At least one year of experience in front desk, customer service, or administrative roles, preferably in healthcare.
- Exceptional communication and customer service skills, with the ability to handle inquiries professionally and effectively.
- Must be available to work on Saturdays.
- Strong listening skills to understand patient needs and provide tailored solutions.
- Quick to learn and adaptable to new systems and processes.
- Strong typing and data entry skills, with great attention to detail when managing patient information and appointment records.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with Google Workspace (Docs, Sheets, Gmail, Calendar).
- Familiarity with clinic management software (training provided) and experience with payment processing platforms.
- A natural ability to act promptly, connect with people, being understanding, empathetic, and maintaining a respectful, courteous, and professional demeanour, even in challenging situations.
- Fluent in spoken and written English (French is an asset).
- Strong organizational skills and keen attention to detail.
- Proficient in data entry and using office software, with the ability to work independently when managing administrative tasks or handling patient inquiries.
- Punctual, reliable, and accountable, with a strong sense of responsibility to ensure smooth clinic operations.
- Demonstrates initiative in learning and actively contributing to the clinic’s success.
- Other duties as assigned.

**Why Join Us?**
- **Positive and Inclusive Environment**: Thrive in a workplace where your contributions are valued and your ideas make a difference.
- **Reputation for Excellence**: Join a reputable clinic known for delivering exceptional care and outstanding service to our patients.
- **Competitive Compensation**: Receive a salary that reflects your experience, dedication, and client engagement.
- **Professional Development**: Enhance your skills and knowledge through career growth opportunities.
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