Job Overview

3 Cedars Wellness is a women’s health and family-focused multidisciplinary wellness clinic in Nanaimo.

We are looking for a warm, highly organized, tech-comfortable Front Reception & Operations Administrator who takes pride in creating an exceptional patient experience and keeping the clinic running smoothly behind the scenes.

This role goes beyond traditional reception. You will support patient flow, practitioner schedules, billing and insurance, clinic organization, and day-to-day administrative systems. The ideal candidate is proactive, detail-oriented, comfortable with technology, and able to follow through without needing constant direction.

Responsibilities

- Greet, check in, and assist patients in a warm and professional manner
- Manage checkout, payments, and rebooking
- Book, reschedule, and cancel appointments accurately
- Review practitioner schedules and proactively help fill cancellations and schedule gaps
- Answer phones, voicemail, emails, referrals, faxes, and patient inquiries
- Process payments, direct billing, and insurance in Jane
- Follow up on rejected claims, patient balances, and routine billing issues
- Maintain accurate patient profiles and administrative records
- Assist with ordering, receiving, and inventory management for our natural health product dispensary
- Keep front desk, retail, bathroom, children’s, and shared clinic areas tidy, stocked, and welcoming
- Support opening and closing procedures, laundry, linens, and general clinic readiness
- Use Jane, task systems, SOPs, and checklists consistently
- Help keep clinic procedures and administrative systems current and organized
- Once fully trained in the core role, assist with routine website and online profile updates

Qualifications

- Previous receptionist, administrative, or customer-service experience
- Healthcare, wellness, dental, chiropractic, physiotherapy, or medical-office experience is an asset
- Experience with Jane App or comparable practice-management software is an asset




- Familiarity with direct billing or insurance is an asset
- Solid organization and attention to detail
- Excellent verbal and written communication
- Comfortable learning and using technology
- Able to prioritize and stay calm in a busy environment
- Reliable follow-through and strong sense of ownership
- Comfortable moving between patient-facing work and practical clinic tasks

The Right Fit You may be a great fit if you:

- Genuinely enjoy working with people
- Notice details others miss
- Take initiative and follow things through to completion
- Stay organized when several priorities are happening at once
- Are comfortable discussing payments and administrative issues with patients
- Like systems, checklists, and improving how things are done
- Take pride in keeping both the front desk and the clinic environment organized

What We Offer

- Permanent position
- Approximately 26–32 hours per week
- On-site parking
- Supportive multidisciplinary clinic workplace
- Training in 3 Cedars systems and procedures
- Opportunity to develop deeper responsibility in billing/insurance or retail/inventory
- Opportunity for wage growth as capability and responsibility increase

Application Process To apply, please submit:

- Your current résumé
- A brief summary of your relevant work experience
- A short introduction telling us about yourself, why this role interests you, and what you feel you would bring to the 3 Cedars team
- Any relevant experience with healthcare administration, Jane App, direct billing/insurance, scheduling, inventory, or customer service

We are especially interested in hearing from people who are organized, dependable, comfortable with technology, and take pride in creating a positive experience for both patients and their team. Qualified candidates may be contacted for an introductory conversation followed by a structured interview.

We appreciate the time and interest of everyone who applies. Due to the volume of applications, only candidates selected to move forward in the hiring process will receive a response.

Pay: $22.00-$24.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Front Reception & Operations Administrator (Nanaimo)
🏢 Dr. Marleigh Edwards
📍 Nanaimo