Clinic & Front Desk Coordinator

Southcentre Family Medical Clinic | Autism Exists Diagnosis Clinic

Location: Willowpark SE — in person

Employment type: Full Time

Schedule: Monday - Friday and occasional Saturdays

Start date: Immediate

About the Position

We are seeking a dependable, patient-focused Clinic & Front Desk Coordinator to coordinate daily administrative operations across our family medicine and autism diagnostic practices.

Our practices share a location, physicians, telephone line, and administrative resources while maintaining distinct services and workflows. Working closely with management, you will support both practices and ensure that patient inquiries, appointments, documentation, and follow-ups are handled accurately.

This hands-on role combines clinic coordination, front desk service, team support, and contract and document preparation. It suits someone who learns quickly, stays level-headed, and takes pride in providing excellent service internally and externally while keeping operations organized.

Key Responsibilities

Clinic Operations and Team Coordination

- Coordinate daily clinic readiness, patient flow, appointment schedules, and front desk coverage across both practices.
- Assist management with staff scheduling, coverage arrangements, and communication of daily priorities.
- Support onboarding and training, maintain checklists and procedure guides, and help staff follow consistent workflows.
- Monitor supplies, coordinate approved orders and maintenance requests, and assist with clinic projects.
- Track outstanding tasks, recommend workflow improvements, and bring operational concerns to management.
- Provide guidance and share suggestions tactfully, supporting a respectful and cooperative team environment.

Patient Service and Medical Office Support

- Welcome patients and families with warmth, patience, and professionalism.
- Manage the shared telephone line, emails, and in-person inquiries, directing requests to the appropriate practice and workflow.
- Book and manage appointments using AVA EMR, clearly communicating preparation requirements, clinic procedures, and next steps.
- Handle patient concerns calmly and respectfully, involving management or clinical staff when appropriate.
- Maintain accurate patient records and process referrals, faxes, forms,



billing paperwork, and follow-up requests.
- Assist with patient rooming, vital signs, exam room preparation, room turnover, and restocking within your training and clinic protocols.
- Protect patient, employee, and business confidentiality.

Contract Preparation and Document Review

- Prepare and update contracts, letters, forms, and administrative procedures using approved templates and management direction.
- Proofread for clarity, grammar, formatting, accuracy, and completeness.
- Check names, dates, amounts, terms, and supporting documents; flag discrepancies or unclear wording for review.
- Coordinate approvals, signatures, deadlines, and secure filing, maintaining accurate document versions and records.

What We Are Looking For

- At least two years of medical office experience in a supervisory role, including patient service, scheduling, EMR use, and administrative support.
- Experience coordinating operations, organizing workflows, or supporting a team.
- Excellent customer service skills and a considerate approach to patients, families, and coworkers.
- A quick learner who follows instructions carefully, asks questions when needed, and applies recent learning.
- Strong attention to detail, organization, and follow-through across competing priorities.
- A level-headed approach to busy periods, unexpected changes, and challenging conversations.
- Diplomatic communication skills, including the ability to offer suggestions and address concerns respectfully.
- Openness to direction and feedback, with sound judgment about when to act independently or seek support.
- Dependable attendance, punctuality, and a willingness to assist with everyday team responsibilities.
- Strong writing and proofreading skills, with experience preparing or reviewing contracts or other detailed administrative documents.
- Confidence using EMR systems, word processing, spreadsheets, email, and PDFs.





Preferred Qualifications

- Medical Office Assistant certificate or equivalent relevant experience.
- Experience with AVA EMR.
- Previous clinic coordinator, lead MOA, or senior medical administrative experience.

What We Offer

- A supportive, team-oriented clinic culture.
- Free on-site parking.
- Adaptable Personal Healthcare Spending Account for eligible staff after a three-month probation period, with benefit limits based on employment status.
- Opportunities for increased healthcare spending account allocations for eligible full time staff, based on performance and continued service.
- Opportunities for wage increases based on performance and continued service.
- Paid vacation days for eligible staff.
- Employer contributions to CPP and EI, and employer-paid WCB coverage.
- Occasional staff socials and appreciation events.

How to Apply Qualified applicants are invited to submit the following to the Clinic Manager through Indeed:

- Résumé.
- Cover letter outlining relevant experience, expected hourly rate, and earliest available start date.
- Three professional references.
- A recent Vulnerable Sector Check.

Please do not call the clinic regarding your application, as this affects our ability to serve patients.

Contact: Clinic Manager

Pay: $21.00-$23.00 per hour

Expected hours: 35.0 – 40.0 per week

Benefits

- Company events
- Extended health care
- In office parking
- Paid time off

Ability to commute/relocate:
- Calgary, AB T2J 6A5: reliably commute or plan to relocate before starting work (required)

Application question(s):
- What qualities do you believe are most key when leading front desk staff, taking direction from your supervisor, and communicating respectfully with both?
- This full time position requires 35–40 hours per week, Monday through Friday and alternate Saturdays, with shifts scheduled according to clinic operational needs. Please review our office hours at www.southcentrefmc.com. Are you available to work this schedule?

A response to this question is required.

Experience

- Medical office: 2 years (required)

Language:
- fluent English (required)

Licence/Certification:
- vulnerable sector check within the last 3 months? (preferred)

Work Location: In person

📌 Clinic Coordinator (Calgary)
🏢 Southcentre Family Medical Clinic
📍 Calgary