About
Wellthera Integrated Health is a premium multidisciplinary healthcare clinic serving the Barrie and Innisfil community. Our services are delivered by regulated healthcare professionals and include Registered Massage Therapy, Acupuncture, Psychotherapy and additional healthcare services being introduced as the clinic grows.
We are seeking a dependable, polished, and highly organized Front Desk & Client Care Coordinator to join our team on a permanent part-time basis.
Schedule
Applicants must be available for the following recurring schedule:
- Monday to Thursday: 3:00 p.m. to 8:00 p.m.
- Saturday: 9:00 a.m. to 3:00 p.m.
This position requires consistent availability for the full schedule.
Position Overview
The Front Desk & Client Care Coordinator is responsible for creating a welcoming and professional experience for every client while supporting the clinic’s daily administrative and operational needs.
The successful candidate will be comfortable balancing client service, scheduling, communication, payments, insurance administration, clinic presentation, and practical front-desk support tasks in a busy healthcare environment.
Key Responsibilities
- Warmly greet, check in, and assist clients
- Answer telephone calls and respond to emails professionally
- Book, reschedule, and cancel appointments
- Maintain accurate practitioner schedules using clinic systems
- Assist clients with intake and administrative forms
- Process payments and complete client checkout
- Support direct billing and insurance related administrative workflows
- Communicate cancellation and no-show policies respectfully and consistently
- Manage appointment waitlists and booking opportunities
- Coordinate routine practitioner schedule changes
- Help maintain smooth client and treatment room flow
- Complete opening and closing procedures
- Maintain reception, common areas, and client-facing spaces to a premium standard
- Assist with laundry, linens, room resets, and light clinic tidiness
- Monitor supplies and support routine inventory needs
- Communicate client concerns or unusual situations to the appropriate manager or practitioner
- Follow clinic procedures regarding confidentiality, privacy, payment handling, and professional conduct
QualificationsRequired
- High school diploma or equivalent
- Strong written and verbal communication skills in English
- Reliable transportation and the ability to consistently attend all scheduled shifts
- Excellent organization and attention to detail
- Professional telephone and email communication
- Comfortable learning and using clinic software and online systems
- Comfortable processing payments and handling confidential client information in accordance with clinic procedures
- Ability to remain calm, welcoming, and organized while managing multiple priorities
- Willingness to complete practical clinic support duties, including laundry, room resets, light tidying, and opening or closing tasks
- Professional appearance and presentation suitable for a premium healthcare setting
Preferred Assets
- Previous reception or administrative experience
- Healthcare clinic, medical office, dental, wellness, or allied-health experience
- Hospitality or premium customer service experience
- Appointment booking or scheduling experience
- Payment processing experience
- Insurance or direct billing administration experience
- College education in medical office administration, business administration, or a related field
- Experience with Google Workspace or similar office software
- Fluency in an additional language
Ideal Candidate
The ideal candidate is:
- dependable and punctual
- warm, polished, and professional
- highly organized
- calm under pressure
- attentive to small details
- comfortable speaking with clients by telephone and email
- committed to protecting client privacy and handling sensitive information professionally
- confident using technology
- able to follow established systems and procedures
- willing to take ownership of tasks
- comfortable enforcing clinic policies professionally
- committed to maintaining an exceptional client experience
Compensation and Work Environment
- $20.00 per hour
- Permanent part-time employment
- Approximately 20-30 hours per week
- Consistent recurring schedule
- Training provided
- Free on-site parking
- Modern, calm, and professionally maintained clinic environment
Application
Please submit your résumé through Indeed.
Only applicants whose experience, availability, and qualifications align with the position will be contacted for an interview.
Wellthera Integrated Health is committed to fair and inclusive employment practices.
Pay: From $20.00 per hour
Benefits:
Application question(s):
- Are you available to work the full recurring schedule of Monday through Thursday from 3:00 p.m. to 8:00 p.m. and Saturdays from 9:00 a.m. to 3:00 p.m.?
- Are you able to reliably commute to the clinic for every scheduled shift?
- Are you comfortable completing practical clinic support duties, including laundry, linen handling, room resets, light tidying, and opening or closing procedures?
- Are you comfortable working in a client-facing role that includes telephone calls, emails, appointment scheduling, payment processing, and handling sensitive information?
- Are you legally entitled to work in Canada?
- How many years of reception, administration, healthcare, hospitality, or customer-service experience do you have?
- In two or three sentences, describe how you would respond to a client who is upset about a clinic cancellation fee.
- Briefly explain why you are interested in working at Wellthera Integrated Health.
- Please describe one example of how you have stayed organized while managing several tasks or clients at the same time.
Work Location: In person
