Full Time - Contract
The Natural Way Health Clinic is a busy, established Naturopathic and Chiropractic clinic that has served Waterloo Region for 20 years. We are committed to providing exceptional patient care in a warm, welcoming and professional environment.
We are seeking an experienced, organized and patient-focused Senior Medical Office Manager/Administrator to take ownership of the clinic's daily administrative operations, ensuring a consistently high standard of patient service and efficient coordination of our administrative team.
This is a full-time, 20-month contract position combining hands-on patient administration with responsibility for coordinating daily workflows and supporting our part-time administrative team.
We have well-established systems and processes in place. We are looking for someone who takes ownership of their responsibilities, works independently, pays attention to detail and ensures the clinic runs efficiently and consistently.
Responsibilities
Patient Service & Administration
- Greet patients and provide a warm, professional and patient-centred experience.
- Answer telephone calls, texts and emails, ensuring inquiries receive timely follow-up.
- Schedule appointments accurately and maintain organized practitioner schedules.
- Check patients out, process payments and reconcile daily transactions.
- Guide patients through the clinic's rebooking process using established procedures and scripts.
- Respond to new-patient inquiries and follow established processes to convert inquiries into booked appointments.
- Maintain accurate patient records and document communications in Jane App and the clinic's CRM.
- Receive and fulfill supplement orders and maintain inventory at established levels.
- Post pre-approved social media content or create basic images and captions when required.
Daily Operations & Team Coordination
- Coordinate daily administrative activities to ensure the clinic operates efficiently.
- Ensure established clinic procedures are followed consistently and accurately.
- Provide day-to-day guidance, training and support to part-time administrative staff.
- Coordinate administrative schedules and distribute daily responsibilities.
- Proactively identify and address outstanding tasks and workflow issues to keep daily operations running smoothly.
- Handle routine patient concerns professionally and appropriately.
- Communicate operational issues, staffing concerns and relevant updates to the Clinic Director promptly.
Qualifications
- Minimum three years of administrative experience.
- Healthcare, medical office or private-clinic experience strongly preferred.
- Strong written and verbal communication skills.
- Exceptional attention to detail and accuracy.
- Excellent organizational skills and ability to manage competing priorities.
- A warm, professional and confident approach to patient service.
- Ability to work independently, take initiative and follow through on responsibilities.
- Ability to follow established procedures and ensure others apply them consistently.
- Sound judgment regarding when to resolve an issue and when to escalate it.
- Proficiency with Microsoft Office and standard computer applications.
- Experience coordinating or training administrative staff is an asset.
- Experience with Jane App, CRM software or QuickBooks is considered an asset.
The Ideal Candidate
You are approachable, dependable and highly organized. You enjoy helping patients, take pride in keeping things running smoothly and are comfortable providing guidance and support to colleagues.
You notice when something needs attention, follow through without needing constant reminders and communicate concerns before they become problems.
You are comfortable balancing front-desk responsibilities with the coordination of daily administrative activities. You appreciate the importance of following established processes and understand that excellent patient care depends on both personal service and consistent attention to detail behind the scenes.
What We Offer
- Competitive compensation of $25–$30 per hour, based on experience and qualifications.
- A full-time, 20-month contract with consistent weekday hours.
- $500 annual wellness credit toward eligible clinic services, including Naturopathic and Chiropractic care.
- A supportive and collaborative team environment.
- Meaningful work helping patients improve their health.
- Established systems, comprehensive training and ongoing support.
- A professional workplace culture focused on service excellence.
