Client Experience Coordinator

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About Us

Westwood Physiotherapy and Wellness is a clinic dedicated to providing top-notch, personalized care to our community. Our team is passionate about helping patients feel their best, and we’re looking for a Client Experience Coordinator who shares our commitment to exceptional service. In this role, you’ll be the first point of contact for our patients, ensuring they feel welcomed, comfortable, and supported throughout their journey with us.

What You’ll Do

• Welcome Patients with Warmth and Professionalism
• Greet each patient as they arrive, creating a friendly and welcoming environment.
• Manage patient check-ins and check-outs with efficiency and care, ensuring every interaction leaves a positive impression.
• Coordinate Scheduling and Appointments
• Assist patients with booking, rescheduling, and confirming appointments, ensuring a smooth and convenient process.
• Collaborate with therapists to manage and optimize schedules, balancing patient needs and clinic flow.
• Handle Inquiries and Patient Support
• Answer phone calls, emails, and online messages promptly and professionally, addressing any questions or concerns patients may have.
• Provide patients with helpful information about our services, clinic procedures, and wellness resources.
• Assist with Billing and Insurance
• Guide patients through the billing process, helping them understand payment options and handling direct billing with insurance companies.
• Collect payments, process insurance claims, and follow up on outstanding accounts.
• Support Clinic Operations and Team Collaboration
• Ensure the reception area and clinic remain clean, organized, and welcoming.
• Assist with administrative tasks such as filing, record-keeping, and inventory management as needed.
• Collaborate with therapists and other staff members to maintain efficient clinic operations and enhance the patient experience.
• Community and Marketing Engagement (Bonus)
• Assist with patient engagement initiatives, including social media updates, newsletters, and community outreach.
• Represent Westwood Physiotherapy and Wellness positively, both online and in the community, as needed.

Who You Are

• People-Oriented: You enjoy working with people, creating meaningful connections, and making patients feel valued and cared for.
• Organized and Detail-Oriented: You can manage multiple tasks while keeping track of details and ensuring smooth clinic operations.
• Communicative and Professional: You have excellent communication skills, both verbal and written, and can address patient needs effectively and compassionately.
• Tech-Savvy: Comfortable using scheduling software, billing systems, and basic office technology; familiarity with social media is a plus.
• Reliable and Flexible: You’re dependable, with a positive attitude and the ability to adapt to changing situations in a dynamic clinic environment.

Qualifications

• Prior experience in a customer-facing role (experience in healthcare, wellness, or medical office settings is a bonus).
• Basic understanding of scheduling and billing procedures.
• Strong organizational skills with a passion for delivering high-quality patient experiences.
• Proficiency in using computers and office software; experience with booking systems is preferred.

Why Join Westwood Physiotherapy and Wellness?

• Be Part of a Caring Team: Work in a positive, supportive environment with a team that values every member’s contribution.
• Make a Real Impact: Help create a welcoming, supportive experience that improves the lives of our patients.
• Grow with Us: We’re committed to supporting your professional development with ongoing learning opportunities.

How to Apply:

If you’re passionate about enhancing the patient experience and want to be part of a clinic that truly cares, we’d love to hear from you! Please send your resume and a cover letter outlining why you’re the ideal fit for the Client Experience Coordinator position at Westwood Physiotherapy and Wellness.

Join us in making a difference in our patients' lives every day.

Job Types: Full-time, Permanent

Pay: $37,283.00-$45,137.00 per year

Experience:

• Customer service: 1 year (preferred)

Work Location: In person