Full job description

Job Type: Full-time, Permanent

Location: Primarily on-site, with potential for a hybrid schedule after training

Schedule: Monday to Friday, with occasional evening or weekend on-call coverage

Pro Balance Orthotics is seeking an experienced, highly organized Clinic Administrator to support our patients, practitioners, and daily clinic operations.

This is a busy, phone-heavy role requiring excellent communication, independent problem-solving, and careful follow-through.

Responsibilities

• Answer calls, emails, and WhatsApp messages
• Complete new-patient intake and book appointments
• Coordinate calendars for multiple practitioners
• Respond to patient questions and resolve service issues
• Process payments, receivables, and insurance paperwork
• Maintain accurate and confidential patient records
• Use spreadsheets, Google Docs, and internal clinic systems
• Provide basic Apple device and application troubleshooting
• Organize and ship products to patients
• Support general clinic administration and operations

Qualifications

• Clinic administration, medical reception, or patient coordination experience
• Dental, orthotic, pedorthic, or similar healthcare experience is preferred
• Confident and professional on the phone
• Excellent spoken and written English
• Highly organized with strong attention to detail
• Able to prioritize independently and manage competing deadlines
• Resourceful when schedules, payments, or patient matters do not go smoothly
• Comfortable learning software and handling confidential information
• Strong customer service skills and a proactive attitude

How to Apply

Please submit your resume and answer the application screening questions. Only applicants selected for an interview will be contacted.

Pay: $17.60-$27.28 per hour

Benefits:

• Company events
• On-site parking
• Paid time off

Ability to commute/relocate:

• Scarborough, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Approximately how many patient calls did you handle on a typical day in your most recent relevant role?
• Briefly describe the steps you would take if two practitioners were accidentally booked for the same appointment time.
• A manager has not responded with information required for your work, how would you handle this?
• If you were on a phone call and another call comes in, a coworker messages you, and an urgent task needs to be completed, how would you prioritize your next steps?

Experience:

• clinic admin or medical reception: 1 year (required)