We’re looking for someone who understands that great healthcare starts long before someone walks through the clinic doors.
The ScoliClinic is a dedicated physiotherapy clinic focused on supporting children, teens and adults living with scoliosis and other spinal conditions. We provide scoliosis-focused physiotherapy and massage therapy, helping clients navigate an area of healthcare that is often under-recognized and underserved. There are significant gaps in the public healthcare system when it comes to scoliosis care. Many of our clients come to us after struggling to find answers, appropriate support or someone who truly understands what they’re going through.
We want to be different.
We’re a team of compassionate healthcare professionals and Client Coordinators who believe that every person deserves to feel heard, supported and cared for. We’re looking for someone who shares that philosophy and understands that their role is an important part of the client experience.
If you’re someone who genuinely enjoys connecting with people, can navigate sensitive conversations with empathy and takes pride in creating an exceptional client experience, we’d love to meet you.
The Role
- As a Client Coordinator (Receptionist), you’ll be one of the first points of contact for clients and their families. You’ll help guide them through their experience with The ScoliClinic, from their very first phone call to ongoing appointment coordination.
- One important thing to know: our initial assessment calls are not your typical booking calls. They generally range from 15–25 minutes, as we take the time to understand each client’s history, concerns, goals and needs before helping them find the right care.
- These conversations require patience, curiosity, active listening and the ability to build trust with someone who may be navigating an unfamiliar or frustrating healthcare experience. We’re looking for someone who is comfortable having meaningful conversations, not just moving through a checklist.
What You’ll Be Doing
Client Experience & Communication
- Welcoming clients and their families into the clinic and creating a warm, inviting first impression.
- Managing incoming phone calls, including longer initial assessment calls (typically 15–25 minutes).
- Building rapport with prospective clients, listening to their concerns and helping them feel comfortable taking the next step in their care.
- Answering questions about our services, practitioners and clinic processes.
- Coordinating initial assessments and ongoing appointments across multiple therapist schedules.
- Communicating with clients via phone and email regarding bookings, payments, receipts and general inquiries.
- Navigating sensitive or potentially emotional conversations with compassion, professionalism and good judgment.
Clinic Operations & Administration
- Opening and closing the clinic.
- Managing therapist schedules and coordinating appointment changes.
- Processing payments and submitting insurance claim forms.
- Following up on outstanding accounts and payment inquiries.
- Maintaining accurate client records and information.
- Keeping the clinic organized, welcoming and running smoothly.
- Identifying opportunities to improve systems, processes and the overall client experience.
Who We’re Looking For
We believe the right person brings more than administrative experience. We value emotional intelligence, initiative and the ability to connect with people just as much as technical skills.
You’ll likely thrive in this role if you are:
- Emotionally intelligent: You can recognize when someone needs a little extra patience, reassurance or understanding. You’re comfortable navigating sensitive conversations and know how to respond to people on a human level.
- An excellent communicator: You are articulate, warm and confident on the phone. You know how to actively listen, ask thoughtful questions and make people feel heard.
- Relationship-oriented: You genuinely enjoy connecting with people and understand that building trust takes time, especially when someone is sharing personal health concerns.
- Calm under pressure: You can manage multiple schedules, phone calls, emails and competing priorities without becoming overwhelmed.
- Proactive: You notice what needs to be done without always being asked. You take ownership of your responsibilities and look for ways to make things better.
- Adaptable: You’re comfortable learning new systems, adjusting to changing processes and figuring things out along the way.
- Open to feedback: You value personal and professional growth and understand that being part of a great team means continually learning from one another.
- A team player: You bring positive energy, respect your colleagues and understand that every role contributes to the bigger picture.
Required Skills & Experience
- Minimum 1 year of experience using Jane App.
- Proficiency with Apple products, including Mac computers and the Apple operating system. We operate within the Apple ecosystem, so being comfortable navigating Apple devices is essential.
- Experience with Google Workspace and Google Drive.
- Strong computer skills and the ability to learn new software and systems quickly.
- Excellent verbal and written English communication skills.
- Previous medical office, healthcare administration or client-facing experience is an asset.
- A second language is a bonus!
Why Work at The ScoliClinic?
We’re not your typical healthcare workplace.
We want our team members to have a voice, take ownership of their roles and feel proud of the work they’re doing.
Some of the things we offer:
- One Month Training: We offer a one month onboarding schedule to ensure you are trained and feel confident in your role. You will be trained with our Director of Operations, Lead Client Coordinator, and the rest of the Client Coordinator team.
- Wisdom Wednesdays: Weekly team meetings where we share knowledge, discuss ideas and learn together.
- A collaborative team: Work alongside experienced physiotherapists and healthcare professionals who are passionate about what they do.
- Personal growth: Opportunities to develop your communication skills, self-awareness and professional confidence, including learning from guest speakers.
- A voice in the business: Contribute ideas and suggestions that help improve clinic operations, team culture and the client experience.
- Room to grow: Opportunities to develop new skills and take on additional responsibilities as the clinic evolves.
- Meaningful work: Be part of a clinic working to address an important gap in healthcare and improve access to scoliosis-focused care.
Schedule & Availability
This is a part-time position requiring availability on:
- Wednesdays
- Thursdays
- Saturdays
Our current schedule is:
- Wednesday: 10:00 AM – 3:00 PM
- Thursday: 12:00 PM – 6:00 PM
- Saturday: 8:30 AM – 3:30 PM
Start and finish times are negotiable for the right candidate. While there is some flexibility in scheduling, availability on all three required days is essential.
Compensation
Negotiable based on experience, qualifications and skill set.
