Clinic Administrator & Patient Coordinator – Strata Infusion

Location: Champagne Centre, 2 Champagne Drive, Unit E3, Toronto, ON M3J 2C5
Job Type: Full time
Schedule: Approximately 35–40 hours per week
Compensation: $20.00–$25.00 per hour, depending on experience

About Strata Infusion

Strata Infusion is a growing medical infusion and wellness clinic located inside the Champagne Centre, a 240,000-square-foot, state-of-the-art medical and healthcare centre in Toronto. The Centre brings together a wide range of healthcare professionals, medical services, and wellness providers within one multidisciplinary environment.

Our clinic provides medical and wellness services including IV vitamin therapy, iron infusions, biologic infusions, naturopathic services, and other advanced patient-care programs in a professional and comfortable clinical environment.

As we expand our services and launch significant current marketing programs, we are looking for a highly organized, reliable, and technology-comfortable Clinic Administrator & Patient Coordinator who can take ownership of front-desk administration, patient communication, appointment coordination, and follow-up of new patient inquiries.

This position is an important link between our marketing activities, prospective patients, clinical team, and ongoing patient care.

This is an excellent opportunity for someone looking to grow with a developing healthcare organization. As Strata Infusion expands, there will be opportunities for increased responsibility and advancement into senior administrative, patient coordination, or clinic operations roles.

Key ResponsibilitiesPatient Coordination & Front Desk

- Greet patients professionally and manage check-in and check-out
- Answer incoming telephone calls, emails, website inquiries, and other patient communications promptly and professionally
- Schedule, confirm, reschedule, and manage patient appointments
- Follow up on missed calls, inquiries, cancellations, and patients requiring additional communication
- Coordinate patient flow with nurses, naturopathic doctors, and other clinical staff
- Provide excellent customer service throughout the patient experience

Jane EMR & Clinic Administration

- Manage appointments, patient information, documentation, and administrative workflows using Jane
- Maintain accurate and up-to-date patient records
- Ensure required forms and documentation are completed and properly organized
- Process payments, issue receipts, and provide general billing and administrative support
- Maintain patient confidentiality and follow applicable clinic privacy policies and procedures

CRM & New Patient Follow-Up

- Work with the clinic's CRM system, preferably GoHighLevel (GHL), to manage new inquiries and prospective patients
- Respond promptly to leads generated through the clinic's marketing campaigns
- Contact prospective patients by telephone, SMS, or email as appropriate




- Follow up consistently with prospective patients who have not yet booked
- Maintain accurate lead status, notes, follow-up activities, and appointment information within the CRM
- Ensure leads do not remain unattended or become lost within the follow-up process
- Coordinate the administrative handover of booked patients from the CRM process into the clinic's patient-management workflow
- Assist management in monitoring inquiry volume, appointment bookings, attendance, and lead follow-up

Medical & Referral Coordination

- Communicate with referring physicians, pharmacies, the Medical Director, and other healthcare professionals regarding patient documentation when required
- Coordinate receipt of referrals, physician orders, authorizations, and supporting medical documentation
- Follow up on outstanding documents required before treatment
- Maintain organized records of referrals and related communications
- Support nursing and clinical staff with administrative coordination of infusion patients

General Clinic Operations

- Monitor clinic inventory and coordinate ordering of supplies
- Maintain an organized and professional reception and administrative environment
- Assist with daily clinic operations and problem-solving
- Support management with administrative, operational, CRM, and marketing-related tasks as the clinic continues to expand

Required Qualifications

- Previous administrative, reception, patient-coordination, or front-desk experience, preferably in a healthcare or medical clinic
- Experience using Jane practice-management/EMR software or strong working knowledge of Jane
- Experience working with a CRM system for lead management, follow-up, appointment coordination, or patient/client communication
- Strong computer skills and ability to learn new systems quickly
- Excellent verbal and written communication skills
- Comfortable communicating with patients by telephone, email, and SMS
- Strong organizational skills with the ability to manage multiple priorities simultaneously
- Professional, dependable, punctual, and detail-oriented
- Strong follow-through and ability to take ownership of outstanding tasks
- Ability to work independently while collaborating effectively with clinical and management teams
- Ability to maintain patient confidentiality and follow healthcare privacy requirements

Preferred Qualifications

- Hands-on GoHighLevel (GHL) experience is preferred
- Strong working knowledge of Jane
- Experience managing CRM pipelines, leads, follow-up tasks, SMS/email communication,



or appointment workflows
- Experience handling a high volume of incoming patient or customer inquiries
- Previous experience in an infusion clinic, IV therapy clinic, medical clinic, naturopathic clinic, or multidisciplinary healthcare environment
- Familiarity with medical terminology, physician referrals, infusion orders, or insurance processes
- Experience communicating with physicians, pharmacies, insurance providers, and multidisciplinary healthcare teams
- Experience in a wellness clinic, medical spa, or other patient-focused environment

The Ideal Candidate

The ideal candidate is more than a traditional receptionist. We are looking for someone who understands that every patient inquiry requires timely and professional follow-up.

You should be comfortable working with technology, managing multiple communication channels, following up consistently with prospective patients, and ensuring that administrative tasks are completed rather than simply passed along.

Strong initiative, accountability, attention to detail, and communication skills are particularly important for this position.

We are particularly interested in someone who wants to grow with the organization rather than simply fill a front-desk position. A strong performer will have the opportunity to become increasingly involved in clinic operations, patient coordination, CRM management, and administrative leadership as the business expands.

Compensation & Career Growth

- $20.00–$25.00 per hour, depending on directly relevant experience
- Full-time position, approximately 35–40 hours per week
- Compensation within the advertised range will reflect previous healthcare administration experience and demonstrated knowledge of Jane, CRM systems, and GoHighLevel
- Performance and compensation review following the initial employment period
- Significant chance for professional growth as Strata Infusion expands
- Opportunity to take on increasing responsibility in clinic administration, CRM management, patient coordination, and daily operations
- Potential advancement into a senior administrative or clinic operations position based on performance, capabilities, and business growth
- Opportunity to be part of the development of a growing healthcare organization rather than stepping into a narrowly defined administrative role
- Professional and collaborative healthcare environment

How to Apply

Please submit your resume to [email protected].

To help us evaluate your application, please indicate your previous experience with:

- Jane practice-management software
- CRM systems
- GoHighLevel (GHL), if applicable
- Medical or healthcare clinic administration
- Patient/client follow-up and appointment coordination

Only candidates selected for an interview will be contacted.

Work Location: In person

Pay: $20.00-$25.00 per hour

Work Location: In person

📌 Clinic Administrator (Canada)
🏢 StrataInfusion
📍 Canada