SOMOM Pelvic Health & Family Wellness — High Park, Toronto

SOMOM Pelvic Health & Family Wellness is seeking a friendly, organized, confident, and results-driven health care Administrative Assistant to join our growing multidisciplinary clinic in High Park.

This role is ideal for someone who is highly skilled in Jane App, patient communication, appointment scheduling, social media marketing, and clinic growth. The successful candidate will create an exceptional patient experience while helping the clinic maintain a full and organized schedule.

Position Details

- Position: Part-time Medical Administrative Assistant
- Location: High Park, Toronto
- Hours: Approximately 15–25 hours per week
- Schedule: Flexible availability, including some evenings and weekends
- Compensation: $20–$25 per hour, based on experience
- Position type: Part-time /Full-time
- Start date: As soon as possible

Key Responsibilities

Patient Communication and Booking

- Answer phone calls, emails, website inquiries, and social media messages promptly and professionally
- Clearly explain the clinic’s services and guide prospective patients toward the most appropriate practitioner
- Convert suitable inquiries into confirmed appointments using professional, patient-centred communication
- Book, reschedule, and cancel appointments accurately through Jane App
- Rebook patients before they leave the clinic
- Schedule follow-up appointments according to the practitioner’s treatment recommendations
- Arrange block bookings or multiple future appointments when requested by the patient
- Manage waitlists and fill last-minute cancellations
- Send appointment reminders and follow up with patients who have not rebooked
- Contact patients regarding incomplete forms, outstanding balances, missed appointments, or schedule changes
- Maintain a warm, respectful, and supportive patient experience

Jane App and Clinic Administration

- Manage online booking, practitioner schedules, patient profiles, intake forms, invoices, receipts, and payments in Jane App
- Process direct billing and assist patients with insurance-related questions within the administrative scope
- Monitor daily schedules and identify unfilled appointment times
- Ensure patient information is entered accurately and kept confidential
- Open and close the clinic according to established procedures
- Maintain reception, waiting, and common areas
- Coordinate office supplies, laundry, linens,



and basic clinic inventory
- Support practitioners with administrative requests and schedule management
- Complete daily payment reconciliation and administrative reports
- Follow clinic policies regarding privacy, infection control, cancellations, and patient communication

Rebooking and Clinic Growth

- Confidently explain the value of consistent follow-up care without pressuring patients
- Encourage patients to schedule appointments according to their practitioner’s recommended care plan
- Inform patients about relevant services available within the clinic
- Facilitate appropriate internal referrals between physiotherapy, massage therapy, chiropractic care, and other clinic services
- Identify opportunities to support patients through complementary services while respecting their needs and choices
- Track inquiries, booking conversions, rebooking rates, cancellations, and referral sources
- Follow up with recent leads in a timely and organized manner
- Help build positive long-term relationships with patients and community partners

Social Media and Marketing

- Create and schedule professional content for Instagram, Facebook, and other clinic platforms
- Assist with educational posts, stories, reels, promotions, practitioner introductions, and clinic announcements
- Respond appropriately to general social media inquiries without providing clinical advice
- Support local community outreach, events, workshops, and referral relationships
- Help maintain consistent SOMOM branding across digital and printed materials
- Collect patient reviews and testimonials only with proper consent
- Monitor engagement and help generate ideas to improve clinic visibility
- Assist with email newsletters and promotional campaigns
- Protect patient confidentiality in all marketing activities

Required Qualifications

- Previous experience in a healthcare, wellness, medical, dental, rehabilitation, or multidisciplinary clinic
- Strong working knowledge of Jane App
- Experience with online booking, patient scheduling,



payment processing, and clinic administration
- Excellent verbal and written communication skills
- Strong ability to convert inquiries into appointments through helpful, ethical communication
- Confident with rebooking, follow-up scheduling, block booking, and waitlist management
- Comfortable introducing patients to other appropriate services offered by the clinic
- Experience with Instagram, Facebook, Canva, or other social media tools
- Highly organized, detail-oriented, dependable, and able to multitask
- Professional and calm when managing busy schedules or challenging situations
- Comfortable working independently and taking initiative
- Strong understanding of patient privacy and confidentiality

Preferred Qualifications

- Experience with direct insurance billing
- Familiarity with physiotherapy, pelvic health, massage therapy, chiropractic care, or family wellness services
- Experience creating social media content for a healthcare or wellness business
- Knowledge of PHIPA and healthcare privacy requirements
- Experience with lead tracking, booking conversions, and patient retention
- Basic knowledge of Google Workspace, Microsoft Office, email marketing, and Canva

Performance Expectations The successful candidate will be expected to:

- Respond to inquiries promptly and professionally
- Maintain accurate schedules and patient records
- Reduce unfilled appointments and last-minute gaps
- Improve inquiry-to-booking and patient rebooking rates
- Support appropriate internal referrals
- Follow up consistently without pressuring patients
- Contribute to clinic marketing and community visibility
- Maintain exceptional professionalism, discretion, and patient confidentiality

Ideal Candidate You are warm, polished, proactive, and naturally skilled at communicating with people. You understand that excellent administration is more than answering phones—it involves building trust, solving problems, organizing the patient journey, and helping patients access the right care.

You are comfortable recommending appropriate clinic services, but you never use aggressive or misleading sales techniques. You can balance patient care, clinic growth, privacy, and professionalism.

Pay: $17.60-$27.00 per hour

Expected hours: 30.0 per week

Benefits

- Casual dress
- On-site parking
- Paid time off

Work Location: In person

📌 Administrator (Toronto)
🏢 SOMOM PELVIC HEALTH AND FAMILY WELLNESS
📍 Toronto