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Clinic - Administration and Customer Care


1835 Gordon Dr #288

Kelowna, British Columbia

9 May 2022

Receptionist / Medical Office Assistant (MOA)

Job description

Acting under the supervision of the Clinic Director, the Medical Office Assistant is responsible for greeting/hosting customers at the clinic, as well as communicating with them over the telephone, by email and/or fax. She provides outstanding customer service and is also responsible for invoicing clinic products and services.

1. Greeting Customers / Customer Service

  • Greet customers when they arrive at the clinic and provide outstanding customer service.
  • Create a file for each new customer and update existing customer files.
  • Answer phone calls and reply to customer e-mails.
  • Book customer appointments and manage the appointment calendar.
  • Prepare customer files for next-day appointments

2. Reception Management

  • Implement the clinic’s opening and closing procedures.
  • Manage correspondence and postal mail.
  • Establish the day's treatments in collaboration with the consultant.
  • Manage the clinic’s info e-mail inbox.  
  • Ensure that the reception area, boutique area and waiting area are properly maintained and stocked.
  • Order office supplies and beverages.
  • Close batches, balance daily reports and transfer receivables to accounting.
  • Ensure availability of cash in the register and notify the person in charge.

3. Customer Invoicing

  • Prepare customer invoices and verify invoices daily.
  • High school leaving diploma is mandatory, training in secretarial/office systems would be an asset.
  • At least two (2) years of experience in a similar role.
  • Proficiency in Microsoft Office Suite.
  • Customer oriented.
  • Ability to communicate effectively.
  • Demonstrated teamwork and collaboration skills.
  • Honest and trustworthy.
  • Demonstrated initiative and autonomy.
  • Ability to plan and coordinate activities.
  • Demonstrated rigor, reliability and flexibility.

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