Looking for a Clinic Administrative Assistant Join Our Growing Naturopathic Medicine Practice!

Are you highly organized, detail-oriented, and passionate about wellness and patient care? Ourbusy and successful NutriChem Naturopathic Medicine clinic is seeking a Clinic Administrative Assistant to help keep our operations running smoothly while delivering an outstanding experience for every patient.

In this role, you'll manage appointment scheduling, maintain accurate health documentation, and support daily administrative systems. Your ability to communicate clearly, stay on top of details, and think proactively will be essential in creating a seamless, welcoming, and high-quality experience for patients from their first call to each in-person visit.

This is more than just an administrative roleits an opportunity to be part of a dynamic healthcare team, contribute to patient wellness, and grow within a supportive, thriving clinic environment.

Expected Outcomes:

• Patient Onboarding and Scheduling
  • Finalize initial and follow-up appointments by coordinating intake forms, testing details, and secure payment collection.
  • Manage cancellations and rescheduling in a timely, patient-sensitive manner to minimize disruptions to clinic operations.
  • Conduct personalized reminder calls to support appointment attendance and patient preparedness

• Lead Generation and Source tracking

• Track and analyze new patient leads, identifying trends by source (e.g., website, social media, referrals) to support strategic growth.
• Maintain real-time reports on lead conversion, appointment follow-ups, and retention vs. cancellation trends.

• Patient Retention
  • Proactively follow up with patients who have not rebooked, with a focus on continuity of care and personalized outreach.
  • Manage ND waitlists, triage patient demand, and ensure timely reminders for upcoming or recommended appointments.
  • Collect and review patient feedback through surveys or direct communication to enhance the patient experience.

• Health Document Management
  • Maintain accurate, organized, and confidential health records in compliance with privacy legislation.
  • Handle all documentation requests efficiently, including Consent to Disclose, Third Party Releases, and requisitions.
  • Coordinate the secure electronic filing of lab results and ensure practitioners are updated in a timely manner
  • Monitor and record consent for electronic communications and marketing, supporting transparency and trust.

• Billing & Cash Reconciliation
  • Process payments for off site testing (e.g., blood work requisitions) and provide clear, professional communication around billing.
  • Perform end-of-day cash reconciliation to ensure all transactions are accurately documented and aligned with clinic protocols.

Values:

• Integrity: Prioritize patient health & wellness above all else.
• Innovation: Transform new ways of approaching healthcare into reality.
• Collaboration: Work together to achieve extraordinary results.
• Individuality: Honor the unique needs of each individual patient.
• Alchemy: Unite the spirit of nature with the structure of chemistry.

Skills, Qualifications and Track Record:

• Post -secondary education is considered an asset.
• Strong computer literacy and comfort with using digital tools and software in a fast-paced environment.
• Previous experience in a clinic or healthcare administration role is considered an asset.
• Familiarity with pharmacy operations and healthcare insurance billing is a plus.
• Strong organizational and time management skills
• Excellent communication and customer service abilities
• Familiarity with billing procedures, cash reconciliation, and patient scheduling systems
• Knowledge of health document management and privacy regulations
• Ability to handle high-pressure situations and multitask

Company Profile

We personalize prevention.

At NutriChem, we are redefining modern pharmacy by blending pharmaceutical expertise with the science of nature. Our belief is simple: prescriptions arent one-size-fits-all. Thats why we specialize in custom compoundingcreating personalized medications that meet individual needs in terms of dosage, delivery format, and allergen-free formulations. Everyone deserves access to a medication that works for them.

Rooted in excellence, we are raising the standards of compounding pharmacy in Ottawa and beyond. NutriChem works hand-in-hand with healthcare practitioners to craft tailored solutions for their patients, fostering a spirit of collaboration that powers truly personalized care. Through innovation and integrity, were transforming the future of health.

For more information please visit:

Our website: https://nutrichem.com/

Our LinkedIn page: https://www.linkedin.com/company/nutrichem-compounding-pharmacy-&-clinic/