Medical Office Administrator

Administrative or Medical Office Receptionist Orangeville Foot Clinic is a fast-paced chiropody (foot care) clinic dedicated to providing excellent patient experience and outcomes. We serve patients of all ages and offer services such as routine foot care, orthotics, minor procedures, and more. We are growing and looking for a receptionist who brings energy, accuracy, and a patient-first mindset. Position details Title: Administrative or Medical Office Receptionist Employment: Part-time to full-time potential Schedule: Tuesdays to Thursdays as core days, with the option to add Mondays and Fridays Location: On-site in our Orangeville clinic What you'll do
• Phones, Emails, and scheduling: answer calls, triage inquiries, and book or confirm appointments. Manage waitlists and follow-ups.
• Recalls and care continuity: ensure every new patient has intake forms, a treatment plan on file, and a next visit scheduled. Optimize recalls to maintain care plans.
• Billing and payments: collect payments and reconcile daily totals; liaise with insurers and vendors.
• Insurer submissions: prepare claim forms and submit via insurer portals as needed.
• Vendor invoices: upload and track vendor invoices and follow up on outstanding balances.
• Packing list vs invoice checks: reconcile packing lists against invoices and follow up on discrepancies.
• Orthotics and footwear coordination: coordinate orders, track statuses, and communicate timelines with patients and vendors.
• Records and documentation: accurately update patient demographics, notes, and consents.
• Correspondence: prepare and send emails, reminders, forms, and letters with clear, professional writing.
• Inventory and supplies: restock front desk and clinical supplies and coordinate small orders.
• Clinical support : prepare rooms, maintain cleanliness, and support instrument reprocessing per training.
• Team support: help train new staff, contribute to process improvements, and participate in periodic staff meetings.
• KPIs and simple dashboards: own daily metrics and keep a simple dashboard up to date, including show rate, rebooking, recalls, treatment plan completion, and utilization. What makes you a great fit
• Patient-first communicator: friendly, professional, calm, and solutions-oriented.
• Detail-driven multitasker: accurate, organized, and effective under time pressure.
• Tech savvy: confident with Google Sheets and Excel-style functions, document templates, and file organization.
• Growth mindset: eager to learn and apply workflow automation and AI in admin tasks.
• Tools: proficient with Google Workspace and Microsoft Office; experience with EMR/scheduling systems is an asset.
• Fast learner: picks up new procedures quickly and follows SOPs consistently.
• Experience: 2+ years in medical or clinic administration or reception.
• Privacy: demonstrates confidentiality with health information and PHIPA awareness.
• Portals: comfortable learning and using insurer and vendor portals. Nice-to-have experience
• Medical administration, reception, or customer service in a busy environment.
• Exposure to EMR or practice management platforms (for example, Jane App or similar).
• Basics of automation tools or CRM workflows.
• Orthotics or footwear ordering experience.
• Basic bookkeeping exposure and comfort with invoice tracking.
• KPI reporting experience. Work environment
• In-person role in an organized, team-based medical setting.
• Requires professionalism with confidential health information.
• Occasional exposure to clinical instruments and disinfectants per safety training. Training and compliance
• On-the-job training provided.
• Certifications after hiring: WHMIS, reprocessing (Public Health), PPE, and CPR (clinic-supported).
• Criminal record check: required only after a conditional offer of employment has been made.
• Professional references requested after interview. How to apply Apply via Indeed with your resume. Optional: include a brief note describing a spreadsheet you built or improved, and any ways you've used automation or AI to streamline admin work. Equal Opportunity & Accessibility Statement Orangeville Foot Clinic is committed to creating an inclusive, barrier-free recruitment and selection process. We will make reasonable efforts to accommodate applicants with disabilities, in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. If you require accommodation during any stage of the recruitment process, please contact [].

Job Types: Full-time, Permanent

Pay: $18.00-$22.00 per hour

Expected hours: 24 – 40 per week

Benefits:

• Extended health care
• On-site parking
• Paid time off
• Store discount

Work Location: In person