Position:
MEDICAL OFFICE ADMINISTRATOR
Department:
Clinical Operations
Highly successful, established private wellness practice looking for a polished, highly organized, patient-focused Medical Office Administrator with exceptional communication and high-end sales experience.
Reports To:
Nurse Practitioner- Clinic owner
Job Type:
Part-time (15 hours/week) (approximately 3 hours per day)
Flexible scheduling (day, afternoon, evening shifts as the practice grows)
Location
Remote – Ontario (Must reside in Ontario, Canada and be legally eligible to work in Canada). This clinic serves patients across multiple Canadian time zones.)
Compensation
$30.00 – $40.00 per hour (Employer provided)Compensation based on experience, sales background, communication skills, and responsibilities
Anticipated Start Date
Minimum one (1) month from application
Key Traits:
Professional, polished, emotionally intelligent, detail-oriented, discreet, organized, sales-driven, patient-centered, proactive, growth-minded, high-performing
ABOUT THE PRACTICE
Quest 4 Health Wellness Clinic is a premium virtual functional medicine and hormone optimization clinic led by Evelyne Morel.
We serve high-performing professionals, executives, business owners, and individuals seeking premium, personalized care in hormone optimization, functional medicine, and longevity-focused healthcare.
Our clinic is known for delivering a luxury patient experience with a strong emphasis on professionalism, education, compliance, communication, and operational excellence.
This role is ideal for a Medical Office Administrator who thrives in a fast-paced virtual environment, enjoys connecting with people, understands premium client service, and has strong sales and conversion abilities.
POSITION OVERVIEW
The Medical Office Administrator (MOA) serves as the first point of contact for prospective and existing patients and plays a critical role in delivering an exceptional patient experience.
This position combines:
- Medical administration
- Patient coordination
- High-end client experience
- Sales and patient conversion
- Scheduling and operational support
The ideal candidate has strong English proficiency, both written and spoken. French is considered an asset, highly confident on the phone, comfortable discussing premium healthcare services and pricing, and capable of converting inquiries into booked consultations while maintaining professionalism and empathy.
DUTIES AND RESPONSIBILITIES
(Including but not limited to):
- Answer incoming phone calls, emails, and patient inquiries professionally and promptly
- Respond to new patient leads and convert inquiries into booked consultations
- Educate prospective patients on clinic services, onboarding process, pricing, and expectations
- Conduct discovery and intake coordination calls with professionalism and confidence
- Provide a luxury, concierge-style patient experience
- Coordinate virtual appointments and follow-ups
- Manage scheduling through Practice Better EMR
- Send intake forms, consents, invoices, and onboarding instructions
- Follow up on incomplete bookings, unpaid invoices, and outstanding forms
- Maintain accurate and confidential electronic medical records
- Assist with patient retention and continuity of care initiatives
- Support clinic marketing initiatives and patient communication campaigns
- Manage administrative workflows and operational tasks
- Escalate clinical questions appropriately to the Nurse Practitioner
- Maintain strict confidentiality and professionalism at all times
QUALIFICATIONS
- Must reside in Ontario, Canada
- English proficiency is required, both written and spoken. French is considered an asset.
- Minimum 2–3 years of Medical Office Administration experience preferred
- Strong background in high-end sales, luxury services, consultative sales, or patient conversion required
- Comfortable discussing premium pricing and wellness services confidently
- Exceptional phone presence and interpersonal communication skills
- Strong organizational and multitasking abilities
- Excellent attention to detail
- Ability to work independently in a remote environment
- Comfortable using EMRs, scheduling systems, and virtual communication platforms
- Professional, polished, and emotionally intelligent
- Strong problem-solving abilities
- Clear background check and professional references required
ASSETS
- Experience in private healthcare, wellness, functional medicine, aesthetics, or hormone clinics
- Experience with virtual care clinics
- Familiarity with Practice Better EMR
- Sales training or customer success experience
- Experience working with high-income or executive clientele
- Social media or patient engagement experience
COMPENSATION & BENEFITS
- Competitive hourly compensation
- Flexible scheduling
- Hybrid remote work environment
- Opportunity for growth within an expanding premium clinic
- Supportive and professional team environment
- Ongoing training and mentorship opportunities
WORKING CONDITIONS
- May occasionally require evening or weekend availability
- Prolonged computer and phone use
- Fast-paced virtual clinic environment requiring multitasking and professionalism
ACKNOWLEDGEMENT & AGREEMENT
The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your evolving role within the organization and the overall business objectives of the clinic.
HOW TO APPLY
Complete ALL steps below.
Send all required materials to: [email protected]
Subject line:“MOA Application – Quest 4 Health”
Incomplete applications will not be reviewed.
1. Resume + Cover Letter (Required)
Please include:
- Your current resume
- A brief cover letter explaining:
- Your administrative and customer service background
- Your sales and patient conversion experience
- Your experience working in healthcare or wellness settings
- Why you are interested in this role at this stage of your career
- Your experience with virtual administration and/or premium clientele
2. Short Introduction Video (2–3 minutes)
Please record a 2–3 minute video answering ALL five (5) questions below:
- Briefly describe your professional background and customer service experience
- Tell us about your sales or client conversion experience
- Why would you be a strong fit for a premium virtual wellness clinic?
- Why are you currently seeking a new opportunity?
- What interests you about working at Quest 4 Health specifically?
Videos that exceed the time limit or do not answer all questions will not be considered.
3. Professional References
- Two (2) professional references required
- References must be available upon request
We thank all applicants for their interest.Only candidates selected for an interview will be contacted.
Application materials may be retained for up to one (1) year for future opportunities, in accordance with privacy legislation.
Pay: $30.00-$40.00 per hour
Work Location: Remote
