Clinic Coordinator at Yaletown Massage Therapy

Starting Date: Late May/ early June, 2025

We are looking for a Clinic Coordinator to join our team here at Yaletown Massage Therapy. As the Clinic Coordinator, you will work at the front desk, assisting patients, RMT’s and overseeing the day to day operations of the front desk.

YMT clinic is located inside 1168 Hamilton Street, on the second floor, steps away from the Yaletown Canada line station. If you ride a bike, we have a gated parkade with a bike rack for you to park and lock.

Working hours and wages

Hours: 9:30 AM to 4:30 PM Wednesday, Thursday, Friday and Saturday

starting wage at $22/ hour

As a Clinic Coordinator, responsibilities include:

  • Oversees monthly RMT appointment calendars and bookings and coordinates RMT room schedules; supports RMTs with patient rebooking when necessary

  • Oversees monthly receptionists schedules on Connecteam and ensures that backfill coverage is scheduled, communicates with payroll as needed

  • Administers internal and external public relations, ie internal communications are designed to foster a positive and engaging work environment; external communications are to provide updates about the clinic and its services and staff on social media platforms ( eg Instagram, Facebook and Linktree) and coordinates weekly newsletters using Mailchimp

  • Performs general visitor reception tasks such as greeting patients and supporting appointment check in

  • Processes invoices and direct bills to private insurers

  • Monitors and maintains inventory for clinic supplies (office and cleaning supplies) ensuring timely orders and restocking

  • Performs regular cleaning tasks such as onsite laundering of linens and towels and maintains a clean and organized reception area and back office

  • Updates the clinic owner, RMTs and reception team about relevant matters affecting their work and clinic

  • Communicates with the building manager when necessary

  • Takes the lead for planning and coordinating clinic events, such as holiday parties/ team building activities, ensuring smooth execution

  • Records management: requirement to maintain strict confidentiality over medical records and a requirement to maintain secured records.

The ideal candidate will:

  • Have exceptional time management skills, be able to multitask and work independently with minimal supervision

  • Have experience dealing with high demand situations involving sensitive information

  • Be detail oriented and organized

  • Have stellar reception skills

  • Take initiative on improving clinic protocol and administration

Requirements for the role include:

  • Knowledgeable about the Personal Information Protection Act (PIPA) in a clinic setting

  • Familiarity with creating content on Canva and Mailchimp

  • Prior experience in a clinic setting in a coordinator and / or supervisor role

  • Must have exceptional verbal and written communication skills

  • Knowledge on how to direct bill extended health insurers ie Pacific Blue Cross, Sun Life, GreenShield

  • Have 2 years minimum experience with Janeapp

  • Have 3 years minimum experience in a customer service and reception role

Please note, start date for this position begins late May/ early June