Office Manager / Clinic Administrator

Burnaby Lake Physical Therapy

3717 Kensington Ave, Burnaby, BC

Located inside the Christine Sinclair Community Centre

Position: Office Manager / Clinic Administrator

Work Location: In person

About Burnaby Lake Physical Therapy

Burnaby Lake Physical Therapy is a modern, performance-focused multidisciplinary clinic located inside the Christine Sinclair Community Centre in Burnaby, BC.

Our clinic provides Physiotherapy, Registered Massage Therapy, Acupuncture, and Kinesiology, with a strong focus on rehabilitation, movement, recovery, and performance.

We are looking for an organized, professional, friendly, and dependable Office Manager / Clinic Administrator to oversee the front end of the clinic and help ensure our day-to-day operations run smoothly.

This is an important role within our clinic. You will often be the first person patients interact with and will work closely with patients, practitioners, insurance providers, physicians, and clinic management.

Key Responsibilities

Front Desk & Patient Experience

- Welcome patients and visitors in a friendly and professional manner
- Check patients in and direct them to the appropriate treatment or waiting area
- Answer incoming phone calls, take messages, and transfer calls when appropriate
- Respond to patient questions and assist with general clinic inquiries
- Schedule, reschedule, and manage patient appointments
- Provide appointment reminders and follow up with patients when required
- Help maintain a professional, welcoming, and organized reception area
- Assist patients with forms and other administrative requirements
- Address patient concerns professionally and escalate issues when necessary

Scheduling & Clinic Coordination
- Coordinate practitioner schedules and appointment availability
- Assist with schedule changes, cancellations, and practitioner time off
- Coordinate clinic meetings and conferences
- Schedule internal meetings when required
- Take and organize meeting notes
- Communicate scheduling information to practitioners and clinic management
- Help ensure the clinic operates efficiently throughout the day

Billing & Insurance
- Process patient payments and provide receipts
- Assist with direct billing to extended health insurance providers
- Help resolve patient billing issues
- Communicate with insurance companies regarding billing or coverage issues when appropriate
- Assist with ICBC, WorkSafeBC, and other third-party billing and administrative requirements




- Follow up on outstanding accounts or billing information when required
- Maintain accurate payment and billing records

Medical & Administrative Communication
- Communicate professionally with physicians' offices, insurance companies, and other healthcare providers when required and appropriately authorized
- Request or follow up on relevant physician information, protocols, reports, imaging information, or other documentation
- Receive, organize, and appropriately distribute incoming clinical and administrative information
- Assist practitioners with administrative forms and documentation
- Maintain organized and confidential patient and clinic records
- Complete and process clinic forms as required

Clinic Organization & Operations
- Help maintain a clean, organized, and professional clinic environment
- Wipe down equipment and treatment areas between patients as required
- Complete clinic laundry and ensure clean linens are available
- Return equipment to its appropriate location after use
- Monitor clinic supplies and notify management when items need to be reordered
- Help keep treatment rooms, rehabilitation areas, reception, and common spaces organized
- Assist with opening and closing procedures where required

Office Administration
- Receive, open, sort, and distribute clinic mail appropriately
- Prepare outgoing mail and correspondence
- Organize clinic records and administrative documents
- Prepare payments, invoices, or other financial paperwork as directed by management
- Assist with general filing and record keeping
- Maintain organized electronic and physical records
- Support management with general administrative tasks

Marketing & Clinic Communication
- Assist with clinic advertising and promotional initiatives
- Help prepare and distribute newsletters, patient information, and promotional materials
- Assist with maintaining clinic information and communications
- Support community outreach and clinic events when required
- Help ensure patients are informed about the services available at Burnaby Lake Physical Therapy

Who We're Looking For The ideal candidate is someone who is:
- Friendly, professional,



and welcoming
- Highly organized and detail-oriented
- Dependable and responsible
- Comfortable managing multiple responsibilities at the same time
- An excellent verbal and written communicator
- Confident speaking with patients, healthcare practitioners, physicians' offices, and insurance providers
- Comfortable handling sensitive and confidential information
- Able to remain calm and professional when resolving patient, scheduling, or billing issues
- Proactive and able to identify tasks that need to be completed without constant direction
- Comfortable working both independently and as part of a multidisciplinary healthcare team
- Comfortable working in a busy clinical environment
- Willing to assist with both administrative responsibilities and the practical day-to-day needs of the clinic

Qualifications
- Previous administrative, reception, office management, or customer-service experience preferred
- Previous experience in a physiotherapy, rehabilitation, medical, dental, chiropractic, massage therapy, or other healthcare clinic is an asset
- Experience with clinic scheduling or electronic medical record software is an asset
- Experience with extended health direct billing, ICBC, or WorkSafeBC is an asset
- Strong computer and organizational skills
- Solid written and verbal communication skills
- Ability to maintain patient confidentiality and handle sensitive information appropriately

Why Join Burnaby Lake Physical Therapy? This is an opportunity to play an important role in the growth of a new multidisciplinary clinic.

You will work alongside physiotherapists, massage therapists, acupuncturists, kinesiologists, and other professionals in a modern rehabilitation and performance-focused environment.

We're looking for someone who wants to take ownership of the front end of the clinic and help us create an organized, professional, and welcoming experience for every patient who walks through our doors.

If you're organized, personable, dependable, and enjoy working with people in a healthcare environment, we'd love to hear from you.

How to Apply

Please apply with your resume and a brief introduction outlining your relevant experience and why you're interested in joining Burnaby Lake Physical Therapy.

Work Location: In person

Location: 3717 Kensington Ave, Burnaby, BC – Christine Sinclair Community Centre

Pay: From $30.00 per hour

Expected hours: No more than 40.0 per week

Work Location: In person

📌 Clinic Manager (Burnaby)
🏢 Burnaby Lake Physical Therapy
📍 Burnaby