Overview

We are seeking an energetic and detail-oriented Receptionist to be the welcoming face of our organization. In this vital role, you will manage front desk operations, provide exceptional customer service, and support administrative functions to ensure smooth daily operations. Your positive attitude and organizational skills will help create a professional and friendly environment for visitors, clients, and team members alike.

This paid position offers an exciting chance to develop your clerical and customer support skills in a energetic setting.

Receptionist Duties – Massage Clinic

1. Client Reception & Customer Service

- Greet clients warmly and professionally when they arrive.
- Check clients in for their appointments.
- Confirm client names, appointment times, and therapist.
- Assist new clients with registration and intake forms.
- Explain clinic policies, including cancellation and no-show policies.
- Answer client questions about services, prices, therapists, and appointments.
- Maintain a friendly, respectful, and professional environment.
- Handle client concerns and complaints professionally and notify the manager when necessary.

1. Appointment & Booking Management

- Schedule, reschedule, and cancel appointments.
- Manage the clinic's online booking system (e.g., Jane).
- Check the schedule throughout the day for changes, cancellations, and openings.
- Contact clients to fill cancelled appointments when appropriate.
- Confirm upcoming appointments when required.
- Coordinate appointments between clients and therapists.
- Make sure the correct treatment, duration, therapist, and appointment time are entered.
- Avoid double-booking rooms or therapists.
- Maintain accurate client appointment information.

1. Telephone, Text & Email Communication

- Answer incoming phone calls promptly and professionally.
- Return missed calls and voicemail messages.
- Respond to client text messages and emails.
- Provide accurate information about clinic services and pricing.




- Contact clients regarding appointment confirmations, changes, or cancellations.
- Communicate professionally with therapists and management.

1. Payments & Cash Handling

- Process client payments accurately.
- Accept debit, credit, cash, and other approved payment methods.
- Provide receipts when required.
- Process gift cards and other clinic-approved promotions.
- Balance the cash register at the end of the shift.
- Report payment discrepancies immediately.
- Ensure all services are properly charged.
- Collect applicable GST where required.

1. Direct Billing & Insurance

- Assist clients with insurance/direct-billing questions.
- Verify insurance information when the clinic's procedures allow it.
- Enter client and insurance information accurately.
- Process direct-billing claims through approved systems when assigned to do so.
- Check that the therapist and service are eligible for the applicable insurer.
- Inform the manager about rejected, incomplete, or problematic claims.
- Never guarantee insurance coverage or reimbursement to a client.

1. Therapist & Clinic Support

- Communicate the daily schedule to therapists.
- Inform therapists when their clients arrive.
- Notify therapists of schedule changes or cancellations.
- Help coordinate room availability.
- Monitor whether treatment rooms are ready for the next appointment.
- Communicate important client requests to the appropriate therapist.
- Report operational problems to the manager.

1. Clinic Cleanliness & Organization

- Keep the reception desk clean and organized.
- Keep the waiting area neat and presentable.
- Monitor supplies such as:
- Paper towels
- Tissues
- Toilet paper
- Cleaning supplies
- Forms
- Printer paper
- Pens
- Retail products
- Notify management when supplies are running low.
- Follow the clinic's cleaning and sanitation procedures.
- Make sure the reception area remains professional throughout the day.

Pay: $16.00-$17.00 per hour Expected hours: 32.0 per week

Advantages

- Casual dress
- Flexible schedule

Work Location: In person

📌 Receptionist (Calgary)
🏢 Your Massage Wellness Clinic
📍 Calgary