About the Role:

As the first point of contact for patients, you will play an important role in representing the clinic with professionalism, compassion, and confidence. You will support both physicians and patients through telephone inquiries, appointment scheduling, patient record updates, front desk coordination, and daily administrative support within your assigned scope of duties.

Our clinic operates using a structured workflow where each team member has a specific role and set of responsibilities. This structure allows staff to become highly efficient and excel within their designated area. The successful applicant must be able to follow directions accurately, respect established clinic processes, and take initiative while remaining within assigned responsibilities. When uncertain, staff are expected to seek clarification rather than make assumptions.

This position is well suited for a reliable, detail-oriented team player, who takes pride in accuracy, communicates clearly with coworkers, exhibiting a mature attitude, and remains organized and professional in a busy medical clinic environment. Patients rely on the front desk for clear communication, and physicians and administrative staff rely on one another to keep the clinic running smoothly and safely. We don't throw our teammates under the bus when things go wrong.

We all make mistakes from time to time. It's how we handle them that matters.

What Success Looks Like:

- Patients are greeted and assisted respectfully and efficiently.
- Phones and messages are handled promptly and professionally.
- Appointments and patient record updates are accurate and up to date.
- You follow instructions accurately and complete assigned tasks from various sources within established clinic processes.
- You ask for clarification when you are uncertain rather than making assumptions.
- Physicians and coworkers can rely on you to communicate key information and follow through to completion.
- You remain calm, organized, and professional even when the clinic is busy.
- You respect your team leaders, and follow established clinic policies and procedures.

Responsibilities May Include: Team responsibilities are assigned intentionally and may vary or change based on operational needs. Each staff member is given a clearly defined scope of duties.

- Answer phones and respond to patient inquiries in a professional manner.
- Book, confirm, reschedule, and manage appointments.
- Greet and check in patients at the front desk.
- Update patient information accurately in the electronic medical record. Experience with Accuro is a definite asset.
- Communicate with physicians, patients, pharmacies, specialists, hospitals, and other healthcare providers as directed within the assigned role.
- Assist with patient-pay billing and general administrative support as assigned.




- Maintain patient confidentiality and clinic privacy standards.
- Help keep the front desk and administrative workflow organized by following established processes.

Required Skills:

- Ability to follow instructions accurately and consistently.
- Strong attention to detail.
- Ability to work within established clinic processes and respect assigned responsibilities.
- Willingness to seek clarification when uncertain.
- Strong organizational and time-management skills.
- Professional communication skills, both written and verbal.
- Strong computer skills and ability to learn systems quickly.
- Ability to multitask and prioritize in a busy environment.
- Dependability, punctuality, accountability, positive attitude, and a strong work ethic.
- Respect for team leaders and demonstrate effective team-player mindset.
- Professionalism, reliability, and pride in doing work properly.
- Positive attitude, aptitude for seeing issues before they happen.
- Ability to be assertive, while still being polite, and are able to effectively deal with situations where people may be dealing with challenging issues.

Important Fit Note: This role is best suited for someone who is extremely reliable, accurate, organized, receptive to direction, has a consistently positive and mature attitude, can accept direction, and is comfortable working within a structured team environment. We also appreciate a sense of humour, and like to have a little bit of fun at work.

We value professionalism, teamwork, patient service, communication, and pride in doing work properly and as directed.

Administrative staff are expected to keep one another informed about situations that could affect bookings, scheduling, patient flow, or clinic operations so the team remains on the same page.

Availability and Training Requirements:

The successful applicant must be available to begin employment at the beginning of September.

· Due to training requirements and operational needs, vacation requests will not be approved during the first four (4) months of employment.

Shift schedule includes 7:30-3:30 8:00-4:00, 8:30-4:30, 9:00-5:00 and 9:30-5:30 shifts to support the clinicians' varied schedules. If you cannot be available for all of these shift times, please do not apply. Shifts may change on short notice in order to accommodate changing physician requirements. We will give as much notice as possible, but if this is not something your schedule can accommodate, please do not apply.



This position is not suitable for students.

Please consider your commuting distance before applying. Make sure that it is something that you can manage long term. We are located in the hospital district in downtown Halifax.

We also require someone who can be reliable during inclement weather. If you commute by bus, you must be on a main bus route so that you are available if the roads are open and buses are running. We need our frontline staff to be extremely reliable. You must have alternative childcare in place in the event that your child(ren) are not able to attend school or daycare. Working remotely is not something we are able to offer.

We do not offer relocation assistance. Our employees must be legal to work in Canada, and they need to be able to communicate clearly in fluent English, and understand Nova Scotia Health standards and policies. While speaking other languages may be helpful, our standard of communication is in English.

Benefits

· Competitive pay based on experience.

· Supportive and fun-loving clinic team.

· Monday to Friday 8-hour daytime schedule.

· Meaningful work supporting patient care.

· Opportunity to grow within the role.

Application Instructions:

Please apply with your resume and a cover letter that answers the screening questions below.

Applicants who submit generic applications without answering the screening questions or not following the Application Instructions will be rejected.

Applications should be sent to: [email protected]

Only candidates selected for an interview will be contacted.

Screening Questions:

1. Please describe the skills, experience, and personal qualities that would make you successful in a structured medical clinic front desk role.
2. Describe a time when your attention to detail prevented a mistake or solved a problem.
3. What does professionalism and teamwork mean to you when working with patients and coworkers?
4. Describe how you handle situations when you are unsure of the correct process or need clarification, or don't agree with your superiors.
5. What do you consider acceptable reasons for taking time off work? How do you approach your supervisors or employers with these absences to promote a culture of accountability and reliability within the team?

Other Benefits:

- Pay: $20-$22 per hour
- On-site parking
- Paid time off

Work Location: In person Pay: $20.00-$22.00 per hour

Benefits

- On-site parking

Education:
- DCS / DEC (required)

Experience:
- Medical office: 3 years (required)
- Electronic medical records (Accuro preferred): 3 years (required)
- using medical terminology: 3 years (required)

Language:
- , read, and write in fluent business level English (required)

Location:
- Halifax, NS (required)

Work Location: In person

📌 Medical Front Desk Receptionist (Halifax Regional Municipality)
🏢 Halifax Pediatric Associates
📍 Halifax Regional Municipality