Clinic Coordinator

Wellness Flowz Lymphatic Recovery Center
Hamilton, Ontario
Job type: Permanent, full-time
Pay: $18.50 per hour
Hours: Minimum 30 paid hours per week, excluding unpaid lunch breaks

About Us
Wellness Flowz Lymphatic Recovery Center is a growing multidisciplinary clinic located in Hamilton's medical corridor, across from St. Joseph's Healthcare. Our team provides lymphatic care, registered massage therapy, physiotherapy, osteopathy, and rehabilitation services in a professional, supportive, and client-centred environment. We are seeking an experienced, dependable, and highly organized Clinic Coordinator to oversee reception, administrative, and day-to-day clinic operations.

Position Overview
The Clinic Coordinator is the first point of contact for clients and plays an important role in maintaining an organized, welcoming, and efficiently run clinic. This hands-on position combines reception, administration, insurance claims processing, clinic coordination, marketing support, and light clinic housekeeping. The successful candidate must be comfortable supporting all aspects of daily clinic operations.

Duties and Responsibilities

• Greet clients warmly and professionally.
• Answer telephone, email, and other electronic inquiries.
• Book, confirm, reschedule, and manage client appointments.
• Process payments, issue receipts, and maintain accurate transaction records.
• Submit electronic extended-health insurance claims and troubleshoot rejected or incomplete submissions.
• Assist with motor vehicle accident claims and HCAI-related administration.
• Complete and track MVA forms, treatment plans, invoices, and supporting documentation.
• Communicate with clients, practitioners, insurance adjusters, legal representatives, and other authorized third parties.
• Maintain accurate, confidential, and organized electronic and paper records.
• Support compliance with privacy requirements concerning personal health information.
• Coordinate communication among clients, practitioners, and clinic leadership.
• Monitor schedules, treatment-room use, and daily clinic workflow.
• Assist practitioners with administrative and operational needs.
• Maintain reception, staff kitchen, and common areas throughout the day.
• Complete light clinic housekeeping, including washing dishes used by both clients and staff, wiping surfaces, tidying shared areas, and restocking supplies.
• Assist with clinic laundry and other routine operational tasks when required.
• Monitor office, cleaning, and clinic supplies and advise management when items need to be ordered.
• Support clinic marketing and community outreach activities.
• Attend face-to-face meetings with potential clients, referral partners, and referral sources.
• Represent the clinic at approved trade shows, vendor shows, and community or professional events.
• Complete other reasonable duties related to the Clinic Coordinator position and the effective operation of the clinic.

Required Qualifications

• Previous medical, rehabilitation, multidisciplinary clinic, or healthcare administration experience.
• Experience submitting electronic extended-health insurance claims.
• Experience with motor vehicle accident claims and the HCAI system.
• Understanding of OCF forms, treatment plans, invoicing, and MVA claim administration.
• Strong computer, data-entry, and electronic record-management skills.
• Excellent written and verbal communication skills.
• Strong organizational skills and careful attention to detail.
• Ability to manage competing priorities and frequent interruptions.
• Professional, dependable, and comfortable taking initiative.
• Ability to maintain strict client, employee, and business confidentiality.
• Willingness to perform the complete range of administrative, operational, and light housekeeping duties described in this posting.

Preferred Qualifications

• Experience using Jane App or similar clinic-management software.
• Familiarity with ProviderConnect, TELUS Health, or other electronic claims platforms.
• Knowledge of PHIPA and privacy practices within an Ontario healthcare setting.
• Experience working in a physiotherapy, massage therapy, rehabilitation, or multidisciplinary clinic.
• Experience with social media, community outreach, or referral-source relationship building.

Schedule

• Minimum of 30 paid hours per week.
• Shift times and workdays may vary according to clinic needs.
• Schedules will normally be provided at least one week in advance.
• The work schedule includes Saturdays.
• Occasional evening shifts may be scheduled as mutually agreed upon.

Work Location
25 Charlton Avenue East, Suite 202
Hamilton, Ontario L8N 1Y2
This is an in-person position.

How to Apply
Please submit your résumé. Only applicants whose experience closely matches the requirements of the position will be contacted for an interview. Wellness Flowz Lymphatic Recovery Center welcomes applications from qualified candidates and will provide accommodation during the recruitment process in accordance with applicable Ontario law.