Front Desk Coordinator

Our well respected client has an exciting opportunity for a Front Desk Coordinator in Ottawa, Ontario, Canada. In this role, you will be a key player in the healthcare industry, managing patient interactions, scheduling, billing, and inventory.

Responsibilities:

• Greet patients warmly, assist with intake forms, and direct inquiries to appropriate team members
• Manage the appointment calendar and coordinate schedules with therapists
• Process payments, issue receipts, assist with insurance claims, and follow up on outstanding payments
• Monitor and restock supplies, ensuring inventory is accurately tracked and maintained
• Maintain accurate patient records in the EHR system while ensuring patient confidentiality
• Distribute promotional materials, assist with social media updates, community events, and gather patient feedback
• Operate and troubleshoot office equipment and report any IT issues
• Follow clinic emergency procedures and assist with safety during emergencies
• Answer and direct phone calls, maintain a tidy reception & clinical area, and perform clerical tasks
• Initiate documentation based on specific programs such as WSIB, MVA, and VAC. Ensure accurate and timely completion of required paperwork
• Address patient needs promptly and ensure a comfortable patient experience
• Supervise and coordinate office operations and staff, ensuring efficiency and effectiveness
• Manage and oversee all administrative tasks, including scheduling, record-keeping, and correspondence with patients, practitioner and various organizations
• Collaborate with team members to ensure a smooth workflow and effective communication
• Assist in the development and implementation of clinic policies and procedures
• Provide support in marketing and business development initiatives to promote the clinic
• Oversee billing to ensure financial accuracy
• Monitor and manage clinic supplies and equipment, ensuring availability and proper functioning
• Handle escalated client concerns and ensure high levels of client satisfaction and service
• Ensure compliance with healthcare regulations and clinic policies
• Oversee the maintenance and cleanliness of the clinic to ensure a safe and welcoming environment
• Ensure proper use and maintenance of clinic computer systems and software.