We’re Hiring a Client Care Coordinator / Receptionist!

Job Title:  Client Care Coordinator (Physiotherapy Clinic Receptionist)

Location: 101-2040 Springfield Road, Kelowna, BC

Employment Type: Full-Time or Part-Time

Compensation: $20-22 an hour

Expected Schedule: Monday to Friday, 6:45am-1:45pm

About Us:
At MoveMed Physiotherapy, we are passionate about helping our community stay active and experience “Movement as Medicine”. We're looking for a warm, organized, and proactive Client Care Coordinator / Receptionist to be the welcoming face of our clinic and help create an exceptional experience for every client from their first interaction through their care journey.

Key Responsibilities:

• Welcome Clients: Greet patients and visitors with a smile, both in person and over the phone, helping them feel valued and at ease from the moment they arrive.

• Appointment Management: Take charge of scheduling, canceling, and rescheduling appointments with ease. Use our systems to send appointment reminders and keep schedules running smoothly.

• Phone & Client Communication: Answer incoming calls with enthusiasm, provide information about our services, assist with appointment and treatment inquiries, and support client communication through email newsletters and clinic updates.

• Patient Intake & Records Management: Coordinate detailed and accurate collection of patient information at initial visits and throughout their care journey. Assist clients with completing forms and paperwork to ensure accuracy, while maintaining up-to-date electronic medical records (EMR) and protecting patient confidentiality.

• Invoicing, Billing & Payments: Prepare invoices and process payments efficiently to create a seamless client experience. Manage third-party billing and insurance claims, complete accurate data entry, and follow up on outstanding balances professionally.

• Administrative Coordination: Support day-to-day clinic operations by managing incoming and outgoing emails, mail, courier packages, and other administrative tasks. Provide general administrative support to clinic leadership and team members as needed.

• Social Media & Marketing Support: Assist with creating, scheduling, and organizing social media and website content and helping communicate clinic updates, events, and educational content to our community.

• Clinic Environment & Upkeep: Contribute to a clean, organized, and welcoming clinic environment by supporting the daily upkeep and cleaning of reception areas, treatment rooms, bathrooms, and common spaces. Assist with tidying, laundy, restocking supplies, and maintaining an exceptional client experience.

Qualifications:

• Education: High school diploma or equivalent; experience in a medical office or customer service is a plus! An Administrative Assistant Certificate would be ideal.

• Tech Savvy: Comfortable using office equipment (phones, computers). Familiarity with Jane App software is an added bonus!

• Communication Superstar: Exceptional verbal and written communication skills; able to connect with patients empathetically while maintaining professionalism

• Organizational Whiz: Strong multitasking abilities with keen attention to detail and efficient time management skills

• Problem Solver: Quick thinking and resourceful when addressing patient concerns or scheduling challenges

• Experience with social media platforms (Instagram, Facebook, Canva, email marketing platforms, or content scheduling tools) is considered an asset.

• Ability to speak French is an asset, but not required

• An interest in an active lifestyle and/or running is a bonus!

Why Join Us?

• Be part of a collaborative and supportive team that’s passionate about health and movement.

• Vacation pay and health spending account benefits

• A positive and energetic workplace with a focus on work-life balance.

How to Apply:

Please send your resume and a brief cover letter detailing your qualifications and interest in the position to bfrancisco@movemed.ca.

Join us in helping our community achieve their goals and improve their quality of life!

If you are interested in applying to this position, please send an email to bfrancisco@movemed.ca with the subject line 2040RECEPTION and attach your resume and cover letter. We look forward to hearing from you!