Full job description

Patient Care Coordinator / Medical Office Assistant (MOA) – Full Time

Anti-Aging Medical & Laser Clinic

Location: Kitsilano, Vancouver, BC

Job Type: Permanent, Full-Time

Work Location: In person

About Us

Anti-Aging Medical & Laser Clinic is a well-established medical aesthetics, laser, wellness, and private medical clinic located in Kitsilano, Vancouver. We are committed to providing exceptional patient care in a professional, welcoming, and service-focused environment.

As our clinic continues to grow, we are looking for a professional, personable, and highly organized Patient Care Coordinator / Medical Office Assistant (MOA) to join our front desk team on a permanent, full-time basis.

This is an important patient-facing role. You will often be the first and last point of contact for our patients and will help ensure that every interaction with our clinic is efficient, professional, warm, and welcoming.

Position Overview

The Patient Care Coordinator / MOA is responsible for supporting the day-to-day flow of the clinic, coordinating patient appointments, managing communications, maintaining accurate patient records, processing payments, and providing administrative support to our medical and aesthetic practitioners.

The ideal candidate is dependable, detail-oriented, confident communicating with patients, comfortable managing multiple priorities, and genuinely enjoys delivering excellent customer service.

Key Responsibilities

• Provide a warm, professional welcome to patients and visitors.
• Answer and manage incoming telephone calls professionally and efficiently.
• Schedule, confirm, reschedule, and coordinate patient appointments.
• Manage patient check-in and check-out.
• Coordinate schedules for physicians, nurses, medical providers, and laser/aesthetic practitioners.
• Respond to patient inquiries by telephone and email in a timely and professional manner.
• Maintain accurate and confidential electronic medical records.
• Assist with patient registration, medical documentation, treatment consents, and administrative forms.
• Process patient payments for medical treatments, aesthetic services, skincare products, and other clinic services.
• Complete MSP billing and assist with applicable medical administrative tasks.
• Communicate medical inquiries and patient requests to the appropriate clinical team member.
• Assist with referrals, forms, documentation, and other medical office duties as required.
• Maintain patient confidentiality and follow clinic privacy and information-handling procedures.
• Help maintain an organized, professional, and presentable reception and retail environment.
• Support physicians, practitioners, management, and other team members with daily clinic operations.
• Contribute to a positive, collaborative, and patient-focused clinic culture.

Qualifications & Requirements

• Medical Office Assistant (MOA) certification is required.
• Previous hands-on experience using either Zenoti or Jane App is preferred.
• Previous experience in a medical clinic, specialist practice, private medical clinic, or medical-aesthetic environment is strongly preferred.
• Minimum 2 years of customer service experience preferred.
• Experience using TELUS Health Med Access EMR is an asset but not required.
• Comfortable working with electronic medical records, scheduling platforms, point-of-sale systems, and clinic software.
• Excellent verbal communication and telephone skills.
• Fluent in English with a strong command of written English.
• Strong organizational skills and exceptional attention to detail.
• Ability to multitask and prioritize effectively in a busy clinic environment.
• Professional, polished, friendly, and patient-focused.
• Reliable, punctual, hardworking, and accountable.
• Comfortable handling confidential and sensitive patient information.
• Able to work both independently and collaboratively as part of a multidisciplinary team.
• Genuine interest in medical aesthetics, wellness, skincare, and patient care is an asset.

Schedule & Availability

This is a permanent, full-time position working five days per week, including:

• Four weekdays and one weekend day (Saturday or Sunday).
• Approximately 8.5-hour shifts.
• Flexibility to work clinic operating hours.

Candidates must be available for the required full-time schedule. This position is not suitable for applicants seeking temporary, seasonal, or part-time employment.

Applicants must be legally entitled to work in Canada and currently reside in British Columbia.

Compensation & Benefits

Compensation will be determined based on the successful candidate's education, relevant experience, and qualifications.

We offer:

• Competitive compensation based on experience.
• Full medical and dental benefits following the applicable eligibility period.
• Staff discounts on eligible clinic products and services following successful completion of the probationary period.
• Training and opportunities to develop experience within the medical-aesthetic and private healthcare industry.
• A professional, supportive, and team-oriented work environment.

Who We Are Looking For

You may be a great fit for our team if you are someone who:

• Takes pride in providing an exceptional patient experience.
• Remains calm and professional in a busy environment.
• Notices the small details and follows through on responsibilities.
• Communicates clearly and respectfully with patients and colleagues.
• Is proactive rather than waiting to be asked.
• Understands the importance of discretion and patient confidentiality.
• Enjoys being part of a team and helping a clinic run efficiently.
• Is looking for a stable, long-term position where you can grow with the organization.

How to Apply

Please submit your resume through Indeed along with a brief introduction outlining your relevant medical office, customer service, and Zenoti or Jane App experience.

We appreciate the interest of all applicants. However, only candidates selected for an interview will be contacted.

Anti-Aging Medical & Laser Clinic is looking for a long-term team member who is passionate about patient care, professionalism, and creating an exceptional clinic experience. We look forward to hearing from you.

• Pay: From $25.00 per hour