06/03/2026
Hello, We are currently looking for part-time admin staff at our location in Crossfield, AB.
Interested Candidates can apply on: [email protected] or drop off your resume in person at 818 Railway street, Crossfield AB.
Please see below is Job description:
Position Title: Administrative Assistant / Medical Receptionist
Reports To: Clinic Director / Clinic Manager
Position Summary
The Administrative Assistant is responsible for providing exceptional customer service, managing front desk operations, supporting clinical staff, maintaining patient records, ensuring compliance with Alberta privacy legislation, and contributing to the smooth day-to-day operation of the physiotherapy clinic.
Primary Duties & Responsibilities
1. Front Desk & Reception Services
Greet patients, visitors, and healthcare professionals in a professional and courteous manner.
Answer incoming phone calls, emails, text messages, and online inquiries promptly.
Schedule, reschedule, and confirm patient appointments.
Manage therapist schedules to maximize clinic efficiency.
Check patients in and out for appointments.
Maintain a welcoming, organized, and professional reception area.
Address patient concerns and escalate issues when necessary.
2. Patient Registration & Documentation
Register new patients and update existing patient information.
Collect and verify patient demographic information.
Ensure all required intake forms, consent forms, and health history forms are completed.
Scan, upload, and maintain patient records in the clinic's Electronic Medical Record (EMR) system.
Ensure documentation is accurate, complete, and securely maintained.
Process requests for medical records and information releases.
3. Insurance & Third-Party Billing
Verify insurance coverage and eligibility.
Submit direct billing claims to insurance companies.
Process claims for:
Extended Health Benefits
Motor Vehicle Accident (MVA) claims
Alberta WCB claims
Veterans Affairs Canada
RCMP
Indigenous Services Canada (when applicable)
Follow up on denied, delayed, or outstanding claims.
Maintain accurate billing records.
Reconcile payments received from insurers.
4. Financial Responsibilities
Collect payments via cash, debit, credit card, e-transfer, or other approved methods.
Issue receipts and maintain accurate payment records.
Balance daily transactions and cash drawer.
Prepare daily, weekly, and monthly financial reports as required.
Monitor outstanding accounts receivable.
Follow clinic procedures for overdue accounts.
Assist with bookkeeping and accounting documentation.
5. Appointment Management
Confirm appointments via phone, text, email, or automated reminders.
Manage waitlists effectively.
Monitor cancellations and no-shows.
Enforce clinic cancellation and missed appointment policies.
Assist in maintaining therapist productivity and schedule optimization.
6. Privacy & Confidentiality
Maintain strict confidentiality of patient information.
Comply with:
Alberta Health Information Act (HIA)
Personal Information Protection Act (P**A)
Clinic privacy policies
Protect patient records from unauthorized access.
Report any privacy concerns or breaches immediately.
7. Communication & Coordination
Communicate effectively with:
Physiotherapists
Massage Therapists
Athletic Therapists
Physicians
Insurance Adjusters
Case Managers
Legal Representatives
Employers
Coordinate referrals and consultations.
Assist with obtaining medical reports and documentation.
8. Administrative Support
Prepare reports, letters, and correspondence.
Maintain clinic filing systems.
Monitor office supply inventory.
Order clinic and office supplies as required.
Assist management with special projects.
Support clinic accreditation and compliance activities.
9. Marketing & Patient Retention
Assist with patient satisfaction initiatives.
Promote clinic programs and services.
Support social media and community events as directed.
Encourage online reviews and patient feedback.
Maintain patient recall and follow-up systems.
10. Facility Management
Ensure reception and waiting areas remain clean and professional.
Report maintenance issues promptly.
Monitor clinic equipment and office supply needs.
Assist with opening and closing procedures.
Daily Opening Duties
Unlock clinic and disarm security system.
Turn on clinic computers, payment terminals, and equipment.
Check voicemail, emails, and appointment schedule.
Ensure treatment rooms and reception area are ready.
Review therapist schedules and patient bookings.
Daily Closing Duties
Secure patient files and confidential information.
Reconcile payments and transactions.
Complete end-of-day reports.
Confirm appointments for the following day.
Lock clinic and activate security system.
Ensure all equipment is powered down.
Required Qualifications or Education
High School Diploma required.
Medical Office Assistant (MOA) Certificate preferred.
Healthcare administration training considered an asset.
Experience
Minimum 1 year of administrative or customer service experience preferred.
Previous experience in a physiotherapy, medical, chiropractic, or rehabilitation clinic considered an asset.
Technical Skills
Electronic Medical Records (EMR) systems.
Microsoft Office (Word, Excel, Outlook).
Online scheduling software (e.g., Jane App).
Billing software and payment processing systems.
Core Competencies
Professionalism
Able to handle constructive criticism
Learn on the work
Strong communication skills
Customer service excellence
Attention to detail
Time management
Multitasking ability
Problem solving
Teamwork
Confidentiality and ethics
Adaptability
Performance Expectations
Maintain patient satisfaction standards.
Achieve appointment confirmation targets.
Ensure billing accuracy.
Minimize scheduling errors.
Maintain confidentiality and regulatory compliance.
Support clinic growth and operational efficiency.
