Office Administrator / Receptionist

Job Description

Job Description

• Dynamic position with a close-knit team; be part of a growing team!
• Opportunity to help clients with a wide array of abilities; be part of a person's rehabilitation and recovery journey.
• Permanent, full-time opportunity.
• Autonomy and opportunities for growth and development.
• Pickering, L1V 1B5   Making a difference for people who live with chronic pain, neurological issues, and complex injuries requires more than the same old treatments, day in and day out.    We believe that if you really want to help people live a life transformed, more meaningful, and pain-free, you need to provide a whole therapeutic experience : from a comfortable atmosphere to customized and integrated treatment plans, everything needs to stay client-focused.    Keeping all of this organized and running smoothly requires patience, dedication, and a commitment to supporting our clients.   If that sounds like you, then we want to hear from you!   We’re Propel Physiotherapy, an open-concept multi-disciplinary clinic that offers unparalleled comfort and quality services. We’ve got a range of professionals - everyone from Registered Massage Therapists, to Physiotherapists, Mindfulness coaches and more- we treat every client as an individual with specific needs and challenges. We specialize in complex orthopaedic and neurological injuries and take pride in offering a continuum of treatment options that few other clinics can match. Our clinics in Etobicoke and Pickering share their space with other occupational therapists, social workers, case managers, and chiropractors.   Due to growth, we’re looking for a new Office Administrator / Receptionist to help manage the day-to-day of our clinic so people can feel, work, and live better.    Office Administrator / Receptionist :   Reporting to the Office Manager and Clinic Manager, you’ll join our close-knit front office team, supporting with a variety of tasks like booking appointments, billing, engaging with clients, and following our COVID-19 protocols. As the face of our clinic, you’ll represent our organization professionally and positively.    Practically speaking, you will :
• Book client appointments with various professionals via phone, email, and in-person, and greet clients and engage with them upon arrival and departure
• Complete billing, follow up on invoices, and examine any anomalies with client, insurance or benefit paperwork to ensure consistency
• Work with the team to set up invoicing and point of sales service system (POS)
• Perform screening and intake questionnaires
• Complete in-house laundry duties and disinfect high contact areas
• Connect with previous clients via phone and email to check-in and determine if any future appointments can be booked
• Present information clearly to clients and complete light marketing duties like client follow-ups and warm win-back calls
• Participate in education sessions and collaborate with team members
• Assist in storing, managing, and archiving files, copying and distributing reports, and faxing / scanning documentation
• Carry out marketing tasks set out by our digital strategist, including social media, and google reviews etc. Since many of our clients have complex injuries, at times combined with mental health issues, you’ll be able to support them with treatment that will improve their lives. You’ll need to be comfortable engaging with clients with trauma and disabilities, cognizant of the fact that client interactions may vary, and excited by the opportunity to make an impact in their lives on their road to recovery.   To excel in this role, you’ll need to have excellent communication skills, both written and verbal, and the ability to engage with clients with varying abilities. You’ll need to be organized, have strong time-management skills, excellent attention to detail, and be able to manage busy or stressful periods in our rewarding environment. You’ll also need to be tech savvy, as you learn and work with multiple computer programs frequently. Being proactive and thinking ahead is also an asset.   Ours is a place to grow and develop. Create professional relationships with coworkers, and lasting connections with clients. If you’re ready for a challenge, this could be the place for you.     Working with Propel Physiotherapy :   This is a permanent position, with full-time hours. You’ll typically work in the clinic Mondays to Fridays, with some weekends and the odd early morning as necessary. During your working hours, you will also support and communicate all of our clinics which include locations in Peterborough, Pickering, and Etobicoke. There is flexibility to work remotely on occasion and flex hours, ensuring the clinics needs are met. You’ll earn a competitive wage, commensurate with experience, benefits, and vacation time.   Our Etobicoke and Pickering clinics have an open gym concept with both private rooms and treatment stations.  We offer a safe working environment with pandemic safety measures and procedures firmly in place.   Our team is cohesive, we have an upbeat and positive work environment, and we support one another. Our focus is on collaboration, not competition. Teamwork and mentorship are at the heart of our culture, which means you’ll have opportunities to learn, advance / grow, and make great working relationships that will last.    Qualifications :
• Experience with reception duties and scheduling in an office administrator, receptionist, or similar role
• Experience working within a similar healthcare / physiotherapy clinic environment is considered an asset. Preference will be given to those with experience supporting patient benefits and insurance needs
• Experience in a customer / client-facing role, engaging with customers or clients over the phone and in-person, preferably in a healthcare setting though not required
• Excellent telephone etiquette and experience communicating clearly with clients
• Strong computer literacy, and proficiency with MS Office Suite (Outlook, Word, Excel, etc.)
• Personal or work experience working with individuals with disabilities or injuries
• Experience using billing software for processing client payments
• Post-Secondary education in related field is an asset   How to Apply :   Our online application will give you the option to apply to this role as a complete person – not just a resume. The application will assess your qualifications, personality traits and workplace preferences, and should take 10 to 15 minutes to complete. After submitting, you'll receive an email inviting you to log in and view your assessment results. We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please contact us with the “Help” button in the application. If this position is offered to you, training and mentorship will come on a variety of forms. Some will be online, virtually, or over the phone. On some occasions, we'll require the candidate to travel to our Etobicoke clinic to get trained in person. We will work together with the candidate's schedule to ensure they are well-supported. We will review applications as they are received and look forward to hearing from you.