Medical Office Administrator (Part-Time)

Clinic Overview Thai Massage clinic in Calgary’s Mission district offering authentic massage therapy and wellness products. We’re looking for someone who brings friendly energy, professionalism, and great people skills to help keep our front desk running smoothly. Job Overview We are seeking a dedicated Part-Time Medical Office Administrator to join our healthcare team. This role requires excellent customer service skills (client relations), communication skills (liaising with practitioners to ensure excellent service), and detailed technical knowledge required for clinical administration, data management, and compliance. As a key-holder, you will take ownership of the physical and operational flow of the clinic, ensuring an exceptional environment for both patients and practitioners. Responsibilities Manage front desk operations, including greeting patients and scheduling appointments Handle multi-line phone systems efficiently, directing calls and taking messages as needed Maintain and update electronic medical records using platforms such as Epic and Dentrix Assist with patient check-in and check-out processes, verifying insurance information and collecting payments Prepare and organize patient documentation, forms, and correspondence Support clinical staff with administrative tasks to ensure seamless workflow Ensure compliance with healthcare privacy regulations and office policies Perform general office duties such as filing, data entry, and inventory management MOA Pillars of Success Excellent Customer Service: creating a smooth, serene, and informed client experience from first contact to service completion; anticipating client questions and guiding clients on through their wellness experience. Seamless Operational Flow: Maintain a deep understanding how all facets of our clinic function in harmony, masterfully optimize the schedule to balance the needs of multiple therapists, strategically assign sessions while respecting the limitations of various treatment rooms, stay current on relevant industry regulations to ensure compliance, accurately bill to insurance on client behalf using online portals, following established SOPs while fluidly using both digital and paper systems, proactively troubleshoot, prioritize competing tasks, and adapt under pressure. Confidential & Accurate Data Management: Ensure accuracy of client information, and maintain strict confidentiality metrics within our secure digital and physical archiving systems. Ensure therapists are fully aware of patient chart details and treatment notes prior to sessions. Key Tasks Greet and check in clients warmly and professionally Manage bookings, schedules and client records Process direct billing to insurance accurately and efficiently Take initiative in keeping front desk operations organized Work independently, including key-holder responsibilities Help streamline systems and assist with occasional social media Who Thrives Here This position requires a professional attitude, excellent communication skills, and the ability to handle sensitive patient information with confidentiality. The ideal candidate will be proactive, organized, and committed to providing outstanding support within our healthcare practice. This role is best for someone who: Possess excellent customer service and builds client relations & communicates with care and professionalism Enjoys solving problems and going the extra mile for clients and coworkers Clear english language communication skills for a diverse team and clientele Is comfortable taking responsibility and ownership, from open to close of their shift, and of the work they perform. Thrives being the point-of-contact for clients and practitioners, and managing all moving parts of our daily operations - from welcoming clients and coordinating multi-practioner schedules to managing direct billing to insurance and supporting our diverse team of practioners What We Offer Averaging Arrangement $20-26 per hour, commens…

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