About Ottawa Plastic Surgery

Ottawa Plastic Surgery is an established private plastic surgery clinic committed to exceptional surgical care and a highly personalized patient experience.

We are seeking a polished, confident, and highly organized Front Desk & Consultation Coordinator to join our administrative team.

This is more than a traditional reception role. In addition to creating a welcoming and professional in-clinic experience, you will speak with prospective patients who have already contacted Ottawa Plastic Surgery, answer initial questions, and confidently guide them through the consultation-booking process.

The successful candidate will be equally strong welcoming patients at the front desk, managing detailed administrative work, and building trust over the telephone.

Primary Responsibilities

- Welcome patients and visitors warmly and professionally
- Answer incoming telephone calls with confidence, discretion, and sound judgment
- Conduct scheduled calls with prospective patients
- Respond to patient questions by telephone, email, and text
- Provide clear initial information about our services, surgeons, fees, financing options, and consultation process
- Ask thoughtful questions and help prospective patients understand the appropriate next step
- Confidently guide suitable patients toward booking a consultation
- Schedule consultations, follow-ups, and other in-office appointments
- Process consultation fees, deposits, and other patient payments
- Check patients in and out of the clinic
- Ensure required patient information, forms, and signatures are complete
- Prepare and maintain accurate electronic patient records
- Complete assigned follow-ups promptly and thoroughly
- Maintain accurate records of patient communications and appointment activity
- Assist with appointment changes, cancellations, and available openings
- Communicate delays or scheduling changes professionally and empathetically
- Maintain an organized, polished, and welcoming reception environment
- Assist with opening and closing procedures
- Provide administrative and front-desk coverage when required
- Support the clinical and administrative teams during quieter periods and busy clinic days
- Maintain strict patient confidentiality




- Follow established clinic procedures and communication standards

Who We Are Looking For

The right candidate will:

- Communicate in a warm, polished, and professional manner
- Be genuinely comfortable speaking on the telephone
- Know how to build rapport, ask good questions, and lead a conversation
- Be comfortable discussing fees, requesting a booking, and processing payment
- Communicate confidently without sounding aggressive, scripted, or overly casual
- Demonstrate exceptional attention to detail
- Manage multiple appointments, conversations, and deadlines without losing track
- Take ownership of responsibilities and follow through without repeated reminders
- Remain calm and articulate in a busy or emotionally sensitive environment
- Learn current information quickly and apply feedback consistently
- Follow established systems while using good judgment
- Take initiative and remain productive without constant direction
- Be dependable, punctual, flexible, and team-oriented
- Understand the level of discretion and service expected in a premium private medical practice

This position will not be the right fit for someone who dislikes telephone work, is uncomfortable guiding a conversation toward a booking, prefers a passive reception role, or requires frequent reminders and direction.

Qualifications

- Minimum two years of relevant experience in front-desk administration, appointment coordination, patient service, consultative sales, hospitality, or premium customer service
- Demonstrated experience handling telephone conversations and appointment bookings
- Excellent spoken and written English
- Strong organizational and time-management skills
- High level of accuracy and attention to detail
- Professional appearance and demeanour
- Strong computer skills and confidence learning new software
- Ability to maintain confidentiality and exercise discretion
- French-language skills are an asset




- Experience in private healthcare, medical aesthetics, dentistry, hospitality, or luxury service is an asset

Position Details

Job type: Part-time
Expected hours: Approximately 16–24 hours per week (weekdays assigned in advance)
Potential growth: There may be an opportunity for additional hours or full-time employment in the future, depending on clinic needs and individual performance. Additional hours are not guaranteed.
Work location: In person at Ottawa Plastic Surgery

How to Apply

We are looking for someone who will make an outstanding first impression with our patients. We would therefore like you to make a first impression with us.

Please choose one of the following application methods:

Preferred: Visit Ottawa Plastic Surgery during regular office hours to introduce yourself and personally deliver your résumé.

If you are unable to apply in person: Apply online and include a link to a brief 60–90 second video introducing yourself and explaining:

- Why you believe you would be an excellent fit for Ottawa Plastic Surgery; and
- What qualities would make you effective when speaking with a prospective patient.

A polished video recorded on your phone is completely acceptable. We are evaluating your communication, professionalism, preparation, and genuine interest, not video-production quality.

Online applications that do not include the requested video will not be considered. Please do not call the clinic regarding your application.

Pay: $17.60-$27.88 per hour

Expected hours: 18.0 – 24.0 per week

Benefits:

- On-site parking

Application question(s):

- Are you comfortable conducting scheduled telephone calls, discussing fees, and confidently asking a prospective patient to book a consultation?
- Describe the specific system or method you use to manage multiple tasks, appointments, and deadlines so that nothing is missed. Please provide one real example from your most recent role.
- Are you available to work two to three full weekdays per week, typically Monday, Wednesday, and Friday, with flexibility to provide coverage on other weekdays when team members are away?

Location:

- Ottawa, ON K1V 7Y6 (required)

Work Location: In person

📌 Front Desk & Consultation Coordinator (Canada)
🏢 Ottawa Plastic Surgery
📍 Canada