Please Note: This is a temporary part-time position is for 3 days per week Tuesday, Wednesday and Saturday from September/October 2026 to April 2028 with the possibility of becoming permanent. Preferred started date of October 5, 2026.
Please provide a cover letter with your application detailing why you are interested in this specific position. It may be sent via message once you have applied.
About Us
As Guelph’s premiere physician-owned and operated non-surgical medical aesthetics clinic, ArtMed provides industry leading aesthetic medical services utilizing lasers, injectables and other high demand aesthetic procedures. Our multi award-winning clinic in downtown Guelph is committed to best-practices, exceptional service, and measurable outcomes. We are a community of practice that supports a collegial work environment where everyone’s contribution is equally valued. We have a strong reputation and regular clientele. For further information about the clinic and our staff visit www.artmed.ca.
Position Summary
The Medical Office Administrator is a key role within our team. As the first point of contact for patients, they must provide superior customer service with a welcoming and positive attitude. Exceptional verbal and written communication skills and attention to detail are crucial. Multi-tasking efficiently under pressure is an essential skill.
This is an in-office role with no work from home component. You will join a team of 2 other office administrators at the front desk and would work independently on Saturdays once fully trained. The work schedule for this position is dayshift Tuesday (7hrs), Wednesday (8hrs), and Saturday (6hrs) each week, with the possibility of additional hours if coverage is needed.
The Medical Administrator performs a variety of clerical functions including scheduling appointments, coordinate patient schedules, gather patient intake information, input data to the EMR, book follow-up appointments, answer emails and phone calls, complete insurance paperwork, fulfill online orders, and cash-out clients.
Prior experience working in a busy physician’s office or medspa clinic is critical to success in this role, as this is a fast-moving clinic where our clinicians hold high expectations for efficiency and care. Previous retail sales experience (especially in the personal service industry) and proficiency with an EMR (electronic medical record) and CRM (customer relationship software) is strongly preferred. We are seeking a quick learner with exceptional organizational skills and an ability to take direction, show initiative, and work independently. It is a diverse and interesting position providing a range of daily work experiences.
The Medical office Administrator works collaboratively with the administrative team and the clinical team (doctors, nurse practitioners, nurses, laser technicians and assistants) and reports to the Executive Administrator and the Medical Director. In this role, you will support up to 7 clinicians and manage a daily schedule of 50+ appointments, while simultaneously handling new booking requests via phone, email, and our online platform as well as other tasks. Working familiarity with MS Office (Office, Word, Excel) and Microsoft Teams is required in this role.
Role Description
- Skillful at managing and optimizing a scheduling grid
- Coordinating consultation appointments with maximum booking efficiency
- Replying to emails and voicemail and maintaining timely correspondence with a consistent voice
- Answering multiple phone lines in a high call volume clinic
- Scheduling patient appointments via telephone, email and web portal
- Educating clients about all products and services both on the phone, via email and in person and providing consultation regarding products where appropriate
- Reviewing client appointments and being aware which clients will require use of tablet for consents/ photos/ medical directives
- Welcoming patients with a smile and positive attitude
- High level of skill in MS Office
- Ensuring intake forms are completed and data is entered into the EMR
- Ensuring consents are up to date and accurate in the EMR
- Scheduling/rescheduling and confirming patient appointments in MDware
- Directing patients within the clinic
- Providing clinical photography using VISIA photo analysis once trained
- Cashing out clients for services and retail purchases using POS system and manual cash till
- Managing day’s receipts and filing of same
- Managing insured services and related documentation
- Assisting in online order fulfillment
- Opening and closing procedures
- Ensuring service and retail commissions are logged appropriately
- Relaying messages for clinical and managerial staff
- Managing fax and emails, scanning and shredding documents
- Assisting the Executive Administrator with inventory control
- Work collaboratively with the social media/brand manager
- Light housekeeping and assisting with laundry
- Maintaining public health standards of medical office cleanliness in reception, waiting room and common areas
- General tidying and removing boxboard to the bin out back at the end of the day or as required
- Maintaining retail store shelves; receiving and unpacking deliveries; logging purchase order fulfillment
- Cleaning and preparing tablets and providing to clinical staff when needed
- Advising clinical staff and /or admin that clients are in rooms (use of Teams)
- Indicate in CRM (MDware) client arrival confirmation and monitoring clinician awareness of arrivals
- Application/ removal of numbing cream if requested by clinical or admin staff
- Setting up clients pre and post treatment in massage chair room/ running chiller
- Checking in on clients post treatment
- Assisting laser technicians with smoke evacuator if needed
- Assisting nurses in sclerotherapy as needed
**Full List of duties to be provided to successful candidates**
Personal Characteristics
- Enjoys medical administration and seeks a career in same
- Extremely comfortable with answering telephones and working with people; excellent telephone etiquette
- Not easily flustered; resilient and self-confident
- Flexibility and adaptability in a fast-paced office environment
- Warm and friendly, confident, and enthusiastic
- Exceptional interpersonal and communication skills (English written and oral)
- Enjoys team environment but able to work independently with ease
- Reliable, punctual, exudes professionalism
- Exceptional multi-tasking and problem solving skills
- Interested in medical aesthetics and is keen to learn more
- Open-minded, innovative and shows initiative
- Learns quickly
Qualifications:
- Undergraduate university degree and/or college degree in healthcare office administration
- Prior reception experience working in a medical office or a medspa strongly preferred
- Experience working in a retail environment (especial personal services industry) highly recommended
- Strong problem-solving skills and willingness to work independently and within a team
- Proficiency with CRMs (Client Relationship Management Software) and EMRs (electronic medical record)
- Competency with MS Office (Outlook, Word, Excel, PowerPoint)
- High level of English language fluency (written and oral)
- Background or significant familiarity with medical aesthetics an asset (neurotoxins, fillers, lasers, skin care etc.)
Compensation: Monetary & non-monetary:
- Base rate $20.00/hr plus a share of product sale commissions based on hours worked typically equivalent to an additional $3-4/hr (after 3 month probation); end of year bonus
- Annual budget of free clinic services
- Access to significant staff discounts on products and services
- 2 paid sick days per year
- Company social events & team-building events
- Workplace uniforms provided by the Company
- Opportunity for additional hours when cross-covering admin vacation or sick days
- Work Environment: 3000sq ft beautiful, sunny, modern clinic over 2 floors in heritage building; free staff parking on-site
- Staff lounge, lunch room and kitchen, staff lockers, deck
Job Type: Part-time
Pay: From $20.00 per hour
Expected hours: No less than 22.0 per week
Benefits:
- Company events
- On-site parking
Application question(s):
- How many years of experience do you have in medical office administration?
- Do you have any specific education or training in medical office administration?
- If you were hired, what date would you be available to start work?
- Are you comfortable answering the phone and placing calls to clients?
- Are you available to work Tuesday, Wednesday and Saturdays?
Location:
- Guelph, ON N1H 3W8 (preferred)
Work Location: In person
